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This appendix includes Section A - relating to systems of records under the Privacy Act.
Section B is a complete index of Postal Service systems of records, and is divided into two parts:
• Part 1 includes all general systems, such as personnel systems, litigation systems, and other non-customer systems.
• Part 2 includes all systems that contain records relating to Postal Service customers, and a brief description of each.
Section C contains an overview of the Privacy Act, its protections, and a description of authorized disclosures.
Section D contains the routine uses that apply to all general systems of records.
Section E contains the routine uses that apply to all customer systems of records.
Section F contains the complete text of Postal Service Privacy Act Systems of Records.
010.000 Collection and Delivery Records
.030 Carrier Drive-Out Agreements
.040 City Carrier Route Records
.080 Rural Carrier Route Records
.020.000 Corporate Relations
.010 Biographical Summaries of Management Personnel
for Press Release
030.000 Equal Employment Opportunity/Alternative Dispute
Resolution
.010 EEO Discrimination Complaint Files
.020 EEO Staff Selection Records
.030 EEO Administrative Litigation Case Files
.040 Roster of Alternative Dispute Resolution Providers
050.000 Finance Records
.005 Accounts Receivable Files
.020 Payroll System
.040 Uniform Allowance Program
.060 Accounts Payable Files
060.000 Consumer Protection Records
.010 Fraud, False Representation, Lottery, and
Nonmailability Case Records
.020 Pandering Act Prohibitory Orders
.030 Appeals Involving Mail Withheld from Delivery
.040 Appeals from Termination of Post Office Box or
Caller Service
070.000 Inquiries and Complaints
.010 Correspondence Files of the Postmaster General
.020 Government Officials' Inquiry System
.040 Employee Complaint Records
080.000 Inspection Requirements
.010 Investigative File System
.020 Mail Cover Program Records
.030 Vehicular Violations Records System
100.000 Office Administration
.010 Carpool Coordination/Parking Services Records
System
.050 Localized Employee Administration Records
110.000 Property Management
.010 Accountable Property Records
.020 Possible Infringement of Postal Service Intellectual
Property Rights
120.000 Personnel Records
.020 Blood Donor Records System
.035 Employee Accident Records
.036 Discipline, Grievance, and Appeals Records for
Nonbargaining Unit Employees
.040 Employee Job Bidding Records
.050 Employee Ideas Program Records
.060 Confidential Statements of Employment and
Financial Interests
.061 Public Financial Disclosure Reports for Executive
Branch Personnel
.070 General Personnel Folders (Official Personnel
Folders and Records Related Thereto)
.090 Medical Records
.091 Vehicle Operators Controlled Substance and
Alcohol Testing Records
.098 Office of Workers' Compensation Program (OWCP)
Record Copies
.099 Injury Compensation Payment Validation Records
.100 Performance Awards System Records
.110 Preemployment Investigation Records
.120 Personnel Research and Test Validation Records
.121 Applicant Race, Sex, National Origin, and Disability
Status Records
.130 Postmaster Selection Program Records
.140 Employee Assistance Program (EAP) Records
.151 Recruiting, Examining, and Appointment Records
.152 Career Development and Training Records
.153 Individual Performance Evaluation/Measurement
.154 Employee Survey Process System Records
.170 Safe Driver Awards Records
.180 Skills Bank (Human Resources Records)
.190 Supervisors' Personnel Records
.210 Vehicle Maintenance Personnel and Operators
Records
.220 Arbitration Case Files
.230 Adverse Action Appeals (Administrative Litigation
Case Files)
.240 Garnishment Case Files
150.000 Records and Information Management Records
.010 Information Disclosure Accounting Records
(Freedom of Information Act)
.015 Freedom of Information Act Appeals and Litigation
Records
.020 Information Disclosure Accounting Records
(Privacy Act)
.025 Privacy Act Appeals and Litigation Records
.030 Computer Access Records
170.000 Resource Management/Productivity Records
.010 Workload/Productivity Management Records
.020 Resource Management Database
190.000 Litigation Records
.010 Miscellaneous Civil Action and Administrative
Proceeding Case Files
.020 National Labor Relations Board Administrative
Litigation Case Files
.030 Employee and Labor Relations Court Litigation
Case Files
200.000 Nonmail Monetary Claims
.010 Relocation Assistance Claims
.020 Monetary Claims for Personal Property Loss or
Damage Involving Present or Former Employees
.030 Tort Claims Records
210.000 Contractor Records
.010 Architect-Engineers Selection Records
.020 Driver Screening System Assignment Records
.030 Contractor Employee Fingerprint Records
.040 Supplier and Contractor Records
300.000 Inspector General's Records
.010 Investigative File System
This system includes records relating to change of address, mail forwarding, and related services performed online or offline.
.100 usps.com Registration
This system includes records relating to customers who register on www.usps.com.
.200 usps.com Ordering, Payment, and Fulfillment
Customers are required to provide information when ordering products or services on www.usps.com. This system includes records relating to the ordering, payment, and fulfillment for these products and services. Products and services include stamps, Postal Service products, shipping supplies, and shipping services, such as obtaining delivery status information, receipts, and labels.
.300 Offline Registration, Payment, and Fulfillment
This system includes records relating to customers who register, and/or order products or services by offline means. This system includes records related to the following activities: stamps and products by mail, catalog, phone, or fax; customer loyalty programs; package service pick-up; and shipping supplies ordering and fulfillment offline.
.100 Mailer Services - Applications and Approvals
This system includes records relating to customers who wish to use mail management and tracking products and services. This includes records relating to applications and approvals for programs including the following: CONFIRM, PostalOne!, presort accuracy systems, drop ship appointments, ePubWatch, and registration for Confirmation Services and Special Services.
.200 Mail Management and Tracking Activity
This system includes records relating to customers who use mail management and tracking services. This includes records related to orders for redelivery and hold mail services, schedule drop ship appointments, receive feedback on mailing efficiency, track their mailings, order mail transportation equipment, and receive electronic transmissions of mail scan information. Programs covered include PostalOne!, CONFIRM, ePubWatch, drop ship appointments, Delivery Unit Notification, Confirmation Services, and Special Services for which the customer has registered.
This system includes records related to customer service interactions. The system includes records related to customer service support provided by or for the following: Business Service Networks; Nonprofit Mailing Support; mail management and tracking products and services; Delivery Confirmation and Special Services; and other telephone, e-mail, and correspondence-based customer service interactions.
This system includes records relating to special delivery requirements. The system includes delivery instructions for the following customers: customers who receive mail delivery through agents, customers who are visually disabled and receive free mail matter, customers with noncompliant mailboxes, and customers who request that certain types of mail not be delivered.
This system includes records relating to individuals who request information about or participate in auctions of surplus and/or undeliverable items. This system includes records relating to online and offline auctions performed directly by the Postal Service or by third parties.
This system includes records relating to financial transactions. Financial transactions include funds transfers and online payment services, claims, and inquiries related to online payment services, funds transfers, money orders, and stored-value cards. The records include documentation of certain transactions required by anti-money laundering statutes and regulations.
.100 Trust Funds and Transaction Records
This system includes records collected from customers who open, maintain, and use trust fund payment accounts. This system includes records relating to Permit, CAPS, PostalOne!, and Express Mail Corporate Accounts.
.200 Meter Postage and PC Postage Customer Data and Transaction Records
This system includes records relating to meter and PC Postage registration, usage, and payment.
This system includes records relating to retail transactions conducted at Post Offices and other locations. This includes records relating to the following: passport applications and payment, Post Office box and caller services, and the use of self-service equipment. The system also contains records relating to special mail services, including domestic Insured Mail or Registered mail; collect on delivery (COD); insured, registered, and recorded international mail; domestic and international Express Mail; and inquiries and claims related to special mail services.
Note: Financial services, such as funds transfers, are covered by the system of records for Financial Transactions.
This system includes records relating to customer interactions with sales personnel, responses to marketing messages, orders for Postal Service publications, and attendance at events. This system includes records relating to the following activities: sales, marketing (including business reply cards, e-mail campaigns, and telephone-based marketing interactions), subscriptions to Postal Service publications such as "Memo to Mailers," customer contests and surveys, and Postal Service events such as the National Postal Forum (NPF) and meetings of Postal Customer Councils (PCCs) and the Mailers Technical Advisory Committee (MTAC).
This system includes records relating to international transactions and services, including compliance with domestic and foreign customs requirements. This includes records relating to Customs Pre-Advisory System (CPAS), International Customized Mail Agreements, and international tray label tracking.
This system contains records related to Postal Service identity and document verification and authentication services. The services provide verification and authentication services, enhanced mail security, and enhanced customer service. Programs in the system include authentication services (such as verifying identities at postal facilities), public key certificates, and electronic postmarks.
The Privacy Act of 1974, 5 U.S.C. 552a, applies to Federal agencies, including the Postal Service. The Privacy Act provides protections for personal information that an agency maintains in a system of records. A system of records describes a file, database, or program from which information is retrieved about an individual by name or other personal identifier.
The Privacy Act establishes recordkeeping, access, and nondisclosure requirements for information maintained in a system of records. The Privacy Act requires agencies to publish a description of each system of records to provide full information on how personal information within the system is treated. This includes how information is collected, used, disclosed, stored, and disposed of. It also includes how individuals can obtain access to, correct, and amend information relating to themselves that is stored in the system.
The Privacy Act places limitations and requirements on how information from within a system can be disclosed, as described below. Sections D and E contain the complete description of routine uses that apply to the Postal Service systems of records.
Under the Privacy Act, information can only be disclosed from a system, internally or externally, under one of two conditions.
1. The individual has authorized the disclosure in writing.
2. The disclosure fits within one of 12 specified categories.
The following is a description of disclosures, including those authorized by the Privacy Act, Postal Service routine uses, and regulations.
The Privacy Act authorizes disclosures in the following 12 circumstances. To see the official text of the Privacy Act, see 5 U.S.C. §552a(b).
Under the Privacy Act, disclosures are authorized:
1. To agency employees who need the information to perform their job.
2. As required by the Freedom of Information Act (FOIA).
3. For routine uses for which the agency has provided proper notice.
4. To the Bureau of the Census, for purposes related to census and survey activities.
5. To a recipient who provides advance written assurance that the information will only be used for statistical research or reporting and the information provided does not identify individuals.
6. To the National Archives and Records Administration, for historic preservation purposes.
7. To other domestic government agencies for a civil or criminal law enforcement activity, if the activity is authorized by law. In such cases, the agency head must specify in writing both the law enforcement activity and the particular information needed.
8. To a person, upon a showing of compelling circumstances affecting an individual's health or safety. The agency must send notice of the disclosure to the individual's last known address.
9. To Congress or to any of its committees or subcommittees, to the extent the matter is within their jurisdiction.
10. To the Comptroller General, in the performance of duties of the General Accounting Office.
11. Pursuant to the order of a court of competent jurisdiction.
12. To a consumer reporting agency in order to collect claims owed to the Government.
The Privacy Act allows agencies to disclose information from a system of records if they establish a routine use describing the disclosure (see 3. above). Under the Privacy Act, routine uses are defined as disclosures that are compatible with the purpose for which the information was collected - in other words, disclosures that are appropriate and necessary for the efficient conduct of government business. Routine uses for each system of records are established by publishing them in a Federal Register notice that describes the system. They must also be disclosed in a notice given to an individual when information is collected directly from the individual. Routine uses that apply to general and customer systems of records are contained in Sections D and E, respectively.
The Privacy Act also allows disclosures required by the Freedom of Information Act (FOIA). Postal Service regulations implementing the Privacy Act and FOIA are contained in 39 CFR Parts 261-268. Postal Service regulations describe treatment for particular FOIA and other requests, and describe exemptions permitting nondisclosure for certain personal and business information as allowed by FOIA.
Section D includes routine uses for general systems of records. General systems include systems relating to employees, Finance, Postal Inspection Service, litigation, and other systems that are not primarily related to Postal Service customers.
The following are routine uses for general systems of records.
Note: The letter "i" was not used. Each system notice indicates which standard routine uses are incorporated, as well as any specific routine uses that apply.
a. Disclosure for Law Enforcement Purposes. When the Postal Service becomes aware of an indication of a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or particular program statute, or by regulation, rule, or order issued pursuant thereto, or in response to the appropriate agency's request on a reasonable belief that a violation has occurred, the relevant records may be referred to the appropriate agency, whether federal, state, local, or foreign, charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.
b. Disclosure Incident to Litigation. Records from this system may be disclosed to the U.S. Department of Justice or the other counsel representing the Postal Service, or may be disclosed in a proceeding before a court or adjudicative body before which the Postal Service is authorized to appear, when (1) the Postal Service; or (2) any Postal Service employee in his or her official capacity; or (3) any Postal Service employee in his or her individual capacity whom the Department of Justice has agreed to represent; or (4) the United States, when it is determined that the Postal Service is likely to be affected by the litigation, is a party to litigation, or has an interest in such litigation and such records are determined by the Postal Service or its counsel to be plausibly relevant to the litigation, provided, however, that in each case, the Postal Service determines that disclosure of the records is a use of the information that is compatible with the purpose for which it was collected. This routine use specifically contemplates that information may be released in response to relevant discovery and that any manner of response allowed by the rules of the forum may be employed.
c. Disclosure Incident to Requesting Information. Records may be disclosed to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement or other pertinent information, such as licenses, when necessary to obtain information from such agency that is relevant to a Postal Service decision about the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, permit, or other benefit.
d. Disclosure to Requesting Agency. Records may be disclosed to a federal, state, local, or foreign agency in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the conduct of a security or suitability investigation of an individual, the reporting of an investigation of an employee, the letting of a contract, or the issuance or a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.
e. Congressional Inquiries. Disclosure may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the prompting of that individual.
f. Disclosure to Agents and Contractors. Records or information from this system may be disclosed to an expert, consultant, or other individual who is under contract to the Postal Service to fulfill an agency function, but only to the extent necessary to fulfill that function. This may include disclosure to any individual with whom the Postal Service contracts to reproduce, by typing, photocopy, or other means, any record for use by Postal Service officials in connection with their official duties or to any individual who performs clerical or stenographic functions relating to the official business of the Postal Service.
g. Storage. Inactive records may be transferred to a Federal Records Center for storage prior to destruction.
h. Disclosure to Office of Management and Budget. Records from this system may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation, as set forth in OMB Circular No. A-19, at any stage of the legislative coordination and clearance process as set forth in that circular.
j. Disclosure to Outside Auditors. Records in this system may be subject to review by an independent certified public accountant during an official audit of Postal Service finances.
k. Disclosure to Equal Employment Opportunity Commission. Records from this system may be disclosed to an authorized investigator, administrative judge, or complaints examiner appointed by the Equal Employment Opportunity Commission, when requested in connection with the investigation of formal complaint of discrimination filed against the U.S. Postal Service under 29 CFR Part 1614.
l. Disclosure to Merit Systems Protection Board or Office of the Special Counsel. Records from this system may be disclosed to the Merit Systems Protection Board or Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies, investigations of alleged or possible prohibited personnel practices, and such other functions as may be authorized by law.
m. Disclosure to Labor Organizations. Pursuant to the National Labor Relations Act, records from this system may be furnished to a labor organization when needed by that organization to properly perform its duties as the collective bargaining representative of Postal Service employees in an appropriate bargaining unit.
Section E includes routine uses for systems of records containing information relating to Postal Service customers.
The following standard routine uses apply to Postal Service systems of records for customer information. The routine uses fall into three categories: 1) disclosures that are legally required (such as in a legal proceeding), 2) disclosures that facilitate the customer transaction (such as sharing data with contractors assisting in the program), and 3) disclosures for the benefit of the customer (such as sharing with a congressional office at a customer's behest). A system may have an additional routine use or uses on occasion. Those routine uses will be disclosed in each system notice.
1. Disclosure for Law Enforcement Purposes. Relevant records may be disclosed to appropriate law enforcement agencies to investigate, prevent, or take action regarding suspected illegal activities against the Postal Service. Records may be disclosed to other law enforcement agencies as required by law.
2. Disclosure Incident to Legal Proceedings. When the Postal Service has an interest in litigation or other legal proceedings before a state, federal, local, administrative, or foreign adjudicative body, relevant records may be disclosed before that adjudicative body and/or to the Department of Justice or other legal counsel representing the Postal Service or its employees, and in response to relevant discovery.
3. Disclosure to Government Agencies. Relevant records may be disclosed to a federal, state, local, or foreign government agency when necessary in connection with decisions by the requesting agency or by the Postal Service regarding personnel matters, issuance of security clearances, letting of contracts, or decisions to issue licenses, grants, or other benefits.
4. Congressional Inquiries. Relevant records about an individual may be disclosed to a congressional office in response to an inquiry from the congressional office made at the prompting of that individual.
5. Disclosure to Agents, Contractors, and Partners. Relevant records may be disclosed to entities under contract or agreement with the Postal Service when necessary to fulfill a Postal Service function or to provide Postal Service products and services to customers.
6. Disclosure to Agencies and Entities for Financial Transactions. Relevant records may be disclosed to credit bureaus, government agencies, and service providers that perform identity verification and credit risk assessment services; to financial institutions or payees to facilitate or resolve issues with payment services; or to collection agencies, for the purposes of debt collection.
7. Disclosure to Auditors. Relevant records may be disclosed to government agencies and other entities authorized to audit the Postal Service and Postal Service activities, including financial and other audits of the Postal Service.
8. Disclosure for Customer Service Purposes. Relevant records may be disclosed to entities if the disclosure is part of the service to the customer. This includes disclosures to addressees of mail to process inquiries and claims; entities to which the customer wants to provide identity verification; the State Department, for passport processing; international posts or agents, to process international services or inquiries; or disclosures to mailers of sexually oriented advertisements of a list of individuals who do not want to receive them.
9. Disclosure to Labor Organizations. Pursuant to the National Labor Relations Act, records may be furnished to a labor organization when needed by that organization to perform properly its duties as the collective bargaining representative of Postal Service employees in an appropriate bargaining unit.
Part 1 contains the complete text of the Postal Service's General-Privacy Act systems of records.
Districts, Post Offices, and Information Systems Service Centers.
Letter carriers who use privately owned vehicles to transport the mails pursuant to a valid agreement with the local postmaster.
Route number, name and address of carrier, Social Security number, and effective dates of the agreement.
39 U.S.C. 1206.
To provide reimbursement to carriers driving their own vehicles.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
Records may be used to transfer necessary tax information to the Internal Revenue Service.
Storage
Preprinted forms, magnetic tape/disk, and computer printout reports.
Retrievability
The system is indexed by employees' Social Security number, pay location number, and pay period.
Safeguards
Normal precautions of filing equipment, limited access, and the physical security measures of the computer facility.
Retention and Disposal
a. Agreements - Destroy when 2 years old.
b. Postmaster's copy of the Form 1839, Payment Record for Carrier Drive Out Agreements - Destroy when 4 years old.
c. Machine-readable records at the Accounting Service Center (PS Form 1839 information) - Destroy when 7 years old.
System Manager(s) and Address:
VICE PRESIDENT
OPERATIONS PLANNING
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-7000
VICE PRESIDENT CONTROLLER
FINANCE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-5200
A carrier wanting to inquire whether this system of records contains information about him or her or to gain access to information pertaining to him or her must direct an inquiry to the head of the facility where employed. Inquiries must contain full name, Social Security number, the route worked, and the pay periods that the agreement was in force.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
The individual to whom the record pertains.
Postal Service Headquarters, area offices, districts, Post Offices, Information Systems Service Centers, and ADP contractor sites.
City delivery letter carriers.
Employee name, Social Security number, age, route number, length of service, leave time, and whether or not a transportation agreement exists. Also included is information pertaining to workload, work schedule, performance analysis, and individual work habits; inspection reports of employee workload and workload adjustments; comments by employee and examiner on route adjustments and inspections; and statistical engineering records of carrier and route characteristics.
39 U.S.C. 403, 404.
To assist management in evaluating mail delivery and collection operations and administering these functions efficiently.
Routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Printed forms, computerized media, computer printouts.
Retrievability
Route number, employee name, or postal facility name.
Safeguards
Access to and use of these records are limited to those individuals whose official duties require such access.
Retention and Disposal
a. Route inspection records and minor adjustment worksheets are retained for 2 years where inspections or minor adjustments are made annually or more frequently. Where inspections are made less than annually, the records that reflect the current route structure are retained indefinitely until a new inspection or minor adjustment is made. At that time, the former records are retained for 2 years. Disposal of records is by shredding or burning.
b. Other records in system are retained for a period of up to 1 year, depending on the criticality of the information, and then destroyed by shredding or burning.
c. Statistical engineering records are retained for 5 years and then further retained on a year-by-year basis as specifically justified.
System Manager(s) and Address:
VICE PRESIDENT
OPERATIONS PLANNING
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-7000
Inquiries must contain employee's name, Social Security number, and type of information being requested and must be forwarded to post office of employment.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Employees, carrier supervisors, and route inspectors.
Post Offices having rural delivery operations, area offices, districts, Information Systems Service Center, National Customer Support Center (Memphis, TN), and contractor/licensee sites.
Postal customers receiving rural mail delivery services, postal customers whose rural mail address has been converted to a locatable (street name and number) address, and rural carriers.
Employee name, route number, age, length of service, physical condition, quality of service, and vehicle adequacy. Also included in this system is information pertaining to employee workload, work schedule and performance analysis; inspection reports of employees, workload and workload adjustments, route travel description; and employee and examiners' comments on adjustments and inspection. The system may also contain customer names, rural route location, and street name and number, if rural style address has been converted.
39 U.S.C. 403, 404.
a. To assist management in evaluating rural mail delivery and collection operations and administering these functions efficiently.
b. To provide basis for payment of salary and vehicle maintenance allowance carriers.
c. To assist government planning authorities in converting rural addresses to locatable (street name and number) street addresses.
d. To provide address correction services to mailers who wish to have their mailing lists updated with the newly assigned or converted address.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Provide Bureau of the Census, Department of Commerce, address information as requested to assist them in their statutory requirement of census taking.
2. Rural route customer addresses may be disclosed to individuals or organizations authorized by a postal regulation to receive address correction information.
3. Name and address information may be disclosed to federal, state, and local government agencies as required by such agencies for the purpose of performing their official duties.
4. Name and address information may be disclosed to government planning authorities or firms under contract with those authorities for the purpose of assigning locatable (street name and number) addresses to rural addresses, but disclosure will be limited to that necessary for address conversion or assignment.
5. Disclosure of a customer's new locatable (street name and number) address may be made from the Locatable Address Conversion File to mailers wishing to have their mailing lists updated with the newly assigned address, but disclosure will be limited to the assigned addresses corresponding to those provided by the mailer.
Storage
Preprinted forms or lists in ordinary file equipment or on computer tape and printouts. Records of rural address conversion to locatable (street name and number) address are also consolidated in a Locatable Address Conversion Service file on magnetic tape maintained by firms under contract or license agreement with the Postal Service.
Retrievability
Records are maintained by name and address of customer, and by route number, employee name, or postal facility name.
Safeguards
Access to and use of these records are limited to those individuals whose official duties require such access. Contractor/licensee Privacy Act protections are subject to impromptu onsite audits and inspection by the Postal Inspection Service.
Retention and Disposal
a. Records in card or list form are maintained as long as the customer resides on the route; they are destroyed by shredding 1 year after the customer moves.
b. Route travel description records and establishment and discontinuance orders are retained until route is discontinued and then transferred to the Federal Records Center within 2 years after discontinuance date.
c. Trip reports are retained for 3 years and then disposed of by shredding or burning.
d. Route inspection reports and mail count records (mail counts made annually or more frequently) are retained for 2 years. Where mail counts are made less than annually, records are retained until the next mail counts. Disposal of records is by shredding or burning.
e. Other carrier records in system are retained for a period of up to 1 year, depending on the criticality of the information, and then destroyed by shredding or burning.
System Manager(s) and Address:
VICE PRESIDENT
OPERATIONS PLANNING
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-7000
Customers wanting to know whether information about them is maintained in this system of records must address inquiries to their local postmaster. Inquiries must include full name and address. Employee inquiries must state employee name and Social Security number, route number, specify the type of information being requested, and must be forwarded to Post Office where employed. Customers wanting to know whether information about them is also maintained in the Locatable Address Conversion System (LACS) must address such inquiries to:
MANAGER
NATIONAL CUSTOMER SUPPORT CENTER
UNITED STATES POSTAL SERVICE
6060 PRIMACY PARKWAY STE 101
MEMPHIS TN 38188-0001
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
The customer to whom the record pertains, employees, carrier supervisors, and route inspectors.
Office of Media Relations, Headquarters, Corporate Relations Service Centers (12 locations).
Postal Service executives and managers, to include vice presidents, district managers, select major city postmasters, and other key management officials who may have frequent contact with news media or public speaking engagements.
Biographical summaries and photographs. Summaries include present title and responsibility, length of service, marital status, and participation in local community activities.
39 U.S.C. 401, 1001.
To provide background information on postal management personnel in connection with public relations matters such as speaking engagements, media appearances, and appearances before civic, fraternal, and employee organizations.
General routine use statements a, b, c, d, e, f, g, h, j, k, and l listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Bond paper in file cabinets.
Retrievability
Name and title.
Safeguards
File cabinets are located in Corporate Relations offices where information is available only to individuals having a need for access.
Retention and Disposal
a. Biographical sketches maintained at area offices are retained while the individual is assigned within the Area. If individual is promoted to or assigned to a position within the Postal Service outside the area, biographical information is forwarded to the appropriate Corporate Relations office; if employment with the Postal Service is terminated, the sketch is destroyed by shredding.
b. Biographical sketches kept at Postal Service Headquarters are retained indefinitely.
System Manager(s) and Address:
VICE PRESIDENT
CORPORATE RELATIONS
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-3100
Inquiries should contain name and position held and should be presented to the manager of Corporate Relations where currently, or previously, employed.
Requests for access must be made in accordance with the Notification Procedure above.
See Notification Procedure above.
The individual to whom the record pertains.
EEO Compliance & Appeals, Labor Relations, Headquarters; EEO Compliance and Appeals Processing Centers, area offices; districts; and contractor sites.
Current and former postal employees, applicants for positions within the Postal Service, third-party complainants, and mediators (postal employees, other federal agency employees and contract employees).
Records may contain names, work locations, dates, Social Security numbers, the number of complaints and the resolution of complaints mediated, and other information as contained on affidavits, interview reports, investigative forms, counselor reports, exhibits, withdrawal notices, settlement agreements, briefs, appeals, copies of decisions, records of hearings and meetings, and other records related to complaints.
Public Law 92-261, Equal Employment Act of 1972; 29 U.S.C. 621 et seq., Age Discrimination in Employment Act; 29 U.S.C. 701 et seq., Rehabilitation Act of 1973; and Executive Order 11478, amended by Executive Order 11590.
Used by EEO officers and the Equal Employment Opportunity Commission to adjudicate complaints of alleged discrimination and to evaluate the effectiveness of the EEO program. Also used by Human Resources personnel to administer voluntary alternative dispute resolution programs.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Information contained in this system of records may be disclosed to an authorized investigator appointed by the Equal Employment Opportunity Commission, upon his/her request, when that investigator is properly engaged in the investigation of a formal complaint of discrimination filed against the U.S. Postal Service under 29 CFR part 1614 and the contents of the requested records are needed by the investigator in the performance of his/her duty to investigate a discrimination issue involved in the complaint.
2. Information may be disclosed to a mediator retained by the Postal Service when needed to resolve an EEO complaint at the precomplaint stage.
Storage
Paper case files. Status information required by the Equal Employment Opportunity Commission is maintained on ADP records. Records of alternative dispute resolution are maintained in an electronic database.
Retrievability
Case number. The custodian must also be furnished with the name of the complainant and the place where the complaint was filed. Case number consists of a number designating the area (or Headquarters), a letter designating the district, four digits for the chronological case number, and the last two digits of the applicable year.
Safeguards
Case files are maintained in secure file cabinets within locked rooms. ADP records are protected with password security.
Retention and Disposal
a. Precomplaint records - Counselor/investigator notes are destroyed 1 year after a formal report is submitted to the EEO officer or 1 year following the final adjustment when made at that level.
b. Formal complaint records - All closed cases are removed from the system quarterly. Each closed case is retained as follows: Official file, for 4 years; any copies, for 1 year; and background documents not in case file, for 2 years.
c. ADP records - Closed case information is removed at the conclusion of the fiscal year and moved to an inactive file for future comparative analyses.
System Manager(s) and Address:
SENIOR VICE PRESIDENT
LABOR RELATIONS
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4100
Individuals interested in finding out if there is information in this records system pertaining to them should contact EEO officers at the districts, area office, or Headquarters level, giving complainant name, postal location, region, file number, and year.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is received from the complainant, witnesses, respondent, and through investigations and interviews.
Reference 39 CFR 266.9 for details.
Labor Relations, Headquarters, and districts.
Categories of Individuals Covered by the System
Candidates considered by Promotion Boards for EEO staff position.
Name of candidate, level, address, service computation date, date of birth, Social Security number, postal background, personal information required to assess employee qualifications for position, estimate of potential, and record of members of the Postal Service Promotion Board.
39 U.S.C. 1001, Executive Orders 11478 and 11590.
To provide Headquarters with information needed to complete selection process.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Postal Service Promotion Board reviews these records to determine applicant's eligibility for appointment.
Storage
Forms, paper files.
Retrievability
Name of applicant and pay location.
Safeguards
Maintained in locked file cabinets within secured facility.
Retention and Disposal
Destroy 3 years from date the position becomes vacant.
System Manager(s) and Address:
SENIOR VICE PRESIDENT
LABOR RELATIONS
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4100
Inquiries must be addressed to the head of the facility where application was made. Inquiries must contain full name, position applied for, the date the Promotion Board met, and Social Security number.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Employee and employee personnel data.
Law Department, Postal Service Headquarters, and field offices; area offices and districts.
Employees and applicants for employment involved in EEO litigation.
a. Formal pleadings and memoranda of law.
b. Other relevant documents may contain names, work locations, dates, Social Security numbers, and other information included on affidavits, interviews, investigative forms, counselor reports, exhibits, discovery, withdrawal notices, briefs, appeals, copies of decisions, records of hearings and meetings, and other records related to complaints.
c. Miscellaneous notes and case analyses prepared by Postal Service advocates and other personnel.
d. Correspondence and telephone records.
39 U.S.C. 401, 409(d).
To provide advice and representation to the Postal Service.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Information contained in litigation records is public to the extent that the documents have been filed in a court or public administrative proceeding, unless the court or other adjudicative body has ordered otherwise. Such public information, including information about the nature, status, and disposition of the proceeding, may be disclosed to any individual, unless it is determined that release of specific information in the context of a particular case would be an unwarranted invasion of personal privacy.
2. When considered appropriate, records in this system may be referred to a bar association or similar federal, state, or local licensing or regulatory authority for possible disciplinary action.
Storage
Case records are stored in paper folders and on magnetic tape or disk in automated office equipment.
Retrievability
Name of litigant(s).
Safeguards
Folders having paper documents are kept in secure filing cabinets within secured buildings or areas under the general scrutiny of authorized personnel. Computer terminals and tape/disk files are in a secured area, and access is restricted to personnel having an official need.
Retention and Disposal
a. Selected Appeals Case Files - Destroy 4 years from date of final decision or when they have no further use for reference, training, or similar purpose, whichever is longer.
b. Appeal Case Files - Destroy 4 years from date of final decision.
c. Paper records are shredded and computer tape/disk records are erased at the end of the retention period.
System Manager(s) and Address:
SENIOR VICE PRESIDENT
LABOR RELATIONS
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4100
Individuals wanting to determine whether this system of records has information about them must write to the system manager and provide their name, case number, if known, and the approximate date the action was instituted.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Note: Review of requests seeking amendment of records that have been the subject of a judicial or quasi-judicial administrative action will be limited. The amendment provisions of the Act are not intended to permit the alteration of evidence presented during an adjudication, nor are they intended to provide a means for collaterally attacking the finality of a judicial or administrative decision. Review of requests for amendment of adjudicative records will be restricted to determining whether the records accurately reflect the action of the judicial or administrative body ruling on the case and will not contain a review of the merits of the action.
a. Individuals involved in EEO litigation.
b. Counselor(s) and other representative(s) for parties in action other than the Postal Service.
c. Other individuals involved in the development of EEO litigation. Source documents contain administrative complaint/action file, and other records relevant to the case.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access pursuant to 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemptions from certain provisions of the Act for several of its other systems of records, as permitted by 5 U.S.C. 552a(j) and (k). (See 39 CFR 266.9.) To the extent that copies of exempt records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Law Department, Postal Service Headquarters, and field offices; area and district offices.
Individuals and organizations interested in providing Alternative Dispute Resolution (ADR) services to all disputes, except those arising under Postal Service collective bargaining agreements.
Name, address, telephone, and fax numbers of alternative dispute resolution providers; education, certification status, special qualifications; types of disputes mediated; partnering agreements; evaluation as a neutral; billing information; and any other correspondence relating to the individual performance or information contained on the survey.
39 U.S.C. 401.
Used to determine an individual's qualifications to provide ADR services.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Another routine use follows:
To another federal agency, upon request, who needs the names and/or addresses and other information about ADR providers to arrange for or manage ADR proceedings for that agency.
Storage
Paper records are maintained in locked file cabinets and computer files on magnetic tape or disk in automated office equipment.
Retrievability
By ADR provider's name.
Safeguards
Paper records are kept in locked file cabinets; automated data are password protected.
Retention and Disposal
Files of active ADR providers: Cutoff file upon notification of decertification or removal. Destroy 1 year from date of cutoff. Files of rejected ADR providers: Cutoff file at end of year in which survey was received from prospective ADR provider. Maintain file for 1 year after cutoff date.
System Manager(s) and Address:
EXECUTIVE VICE PRESIDENT AND GENERAL COUNSEL
LAW DEPARTMENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLAZA SW
WASHINGTON DC 20260-1100
Individuals wanting to know whether information about them is maintained in this system of records must address inquiries to the system manager. Inquiries must contain full name and address of the individual and date the survey was completed.
Requests for access must be made in accordance with Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is received from ADR provider completing survey.
Information Service Centers (Minneapolis, San Mateo, and St. Louis), postal facilities, and contractor sites.
Postal Service debtors such as the following: contractors who fail either to provide equipment, supplies, or services to the Postal Service as agreed or to purchase property from the Postal Service as agreed; customers who have written checks returned by the bank; payees of money orders who make an erroneous payment, improper payment, or overpayment; employees or former employees who make an erroneous payment, improper payment, or overpayment; employees, former employees, or private parties who lose or damage Postal Service property through carelessness, negligence, or malice.
Debtor's name, address, telephone number, and Social Security number; invoice and other information relating to the amount, history, and status of the claim; information relating to due process notice; and records reflecting information obtained from or disclosed to consumer reporting or credit reporting agencies for purposes of recovering the debt.
39 U.S.C. 401; 5 U.S.C. 552a(b)(12); Debt Collection Act of 1982 (Pub. L. 97-365).
Records are used to facilitate debt collection, to monitor and record collections made by the Postal Service, and as a data source for management information for production of summary descriptive statistics and analytical studies.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Records in this system are subject to review by an independent certified public accountant during an official audit of Postal Service finances.
2. Disclosure may be made to a debt collection agency for collection of a debtor's account, as provided for by contract with the debt collection agency.
3. Disclosure of information about individuals indebted to the Postal Service may be made to the Office of Personnel Management (OPM) under approved computer matching efforts in which either the Postal Service or OPM acts as the matching agency but limited to those data elements considered relevant to determining whether the indebted individual has retirement funds available for set-off, collecting debts when funds are available for set-off, and writing off debts determined to be uncollectible.
4. Disclosure of information about individuals indebted to the Postal Service may be made to the Defense Manpower Data Center (DMDC) of the Department of Defense for conducting an authorized computer matching program in compliance with the Privacy Act of 1974, as amended, for the purpose of identifying and locating such individuals in order to initiate collection of the debts under the Debt Collection Act of 1982 (Pub. L. 97-365) through salary and/or administrative offset procedures.
5. Disclosure of information about individuals indebted to the Postal Service may be made to any federal agency where the debtor is employed or receiving some form of remuneration for enabling that agency to collect the debt on behalf of the Postal Service by counseling to debtor for voluntary repayment, or by initiating administrative or salary offset procedures under the Debt Collection Act of 1982.
6. Disclosure of information about individuals indebted to the Postal Service may be made to the Internal Revenue Service (IRS) through computer matching to obtain the mailing address of a taxpayer for locating such taxpayer to collect a debt owed to the Postal Service pursuant to 26 U.S.C. 6103(m)(2) and in accordance with 31 U.S.C. 3711, 3717, and 3718.
Note: Section F contains the complete text of Postal Service Privacy Act Systems of Records. Disclosure of a mailing address obtained from the IRS may be only for debt collection, including to a debt collection agency in order to facilitate the collection of a federal claim under the Debt Collection Act of 1982. A mailing address may be provided to a consumer reporting agency for the limited purpose of obtaining a commercial credit report on the individual taxpayer. Any such address information obtained from the IRS will not be used or shared for any other purpose by the Postal Service.
1. Disclosure of information about individuals indebted to the Postal Service may be made to the IRS for effecting income tax refund offset procedures against the debtor, pursuant to 31 U.S.C. 3720A.
2. Disclosure of information about postal customers who write nonsufficient funds checks for postal services may be made to the permit holder or presenter of a mailing being made on the customer's behalf. Disclosure is limited to the identity of the customer, the date of the mailing, and the date and amount of the check.
3. Disclosure of information about individuals who are over 180 days delinquent in debts owed to the Postal Service may be made to the Department of the Treasury for cross-matching under its Treasury Offset Program. Disclosure will be limited to information needed to establish the identity of the individual as a payee of funds payable by another federal agency and to offset those funds by administrative offset.
4. Disclosure of information that a person is responsible for a claim which is current may be made to a consumer reporting agency or commercial reporting agency.
5. Disclosure of information about individuals from whom the Postal Service is attempting to collect or compromise a claim may be made to consumer reporting agencies for the purpose of obtaining a consumer report, as defined in the Fair Credit Reporting Act.
Disclosures under 5 U.S.C. 552a(b)(12) may be made from this system to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681(a)(f)) and the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
Storage
Printed forms, punched cards, and magnetic tape.
Retrievability
Records are normally retrieved by Social Security number. When necessary, they may be retrieved by invoice number or name of employee, contractor, vendor, or other indebted individual.
Safeguards
Access is restricted to personnel of the General Accounting Section within the Postal Service and to contract employees responsible for assigned accounts. Computerized records are subject to the security of the computer room. Contract provisions make the contractor(s) responsible for complying with the provisions of the Privacy Act (subsection (m)(1)), except in the case of subsection (b)(12) disclosures to consumer reporting agencies (subsection (m)(2)).
Retention and Disposal
All information is retained for 4 years after claim is paid and then destroyed by burning or scratching.
System Manager(s) and Address:
VICE PRESIDENT CONTROLLER
FINANCE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-5200
Individuals requesting information from this system of records will apply to the pertinent postal facility and present the debtor's name and Social Security number.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is passed to this system from the Payroll Section, General Accounting Section, Claims Section, Postmasters, and Area Offices.
Payroll system records are located and maintained in all organizational units, facilities, and certain contractor sites of the Postal Service. However, Minneapolis Information Systems Service Center is the main location for payroll information. Also, certain information from these records may be stored at emergency records centers.
Current and former Postal Service employees, postmaster relief/replacement employees, and certain former spouses of current and former postal employees who qualify for Federal Employees Health Benefit Coverage under Pub. L. 98-615 and certain beneficiaries of former postal employees who qualify for the annuity protection program (APP) life insurance benefits.
General payroll information, including retirement deductions, family compensations, benefit deductions, garnishment deductions, APP, annual leave exchange program, flexible spending account, accounts receivable, union dues, leave data, tax withholding allowances, FICA taxes, salary, name, Social Security number, payments to financial organizations, dates of appointment or status changes, designation codes, position titles, occupation code, addresses, record of attendance, and other relevant payroll information. Also includes automated Form 50 records.
39 U.S.C. 401, 1003; 5 U.S.C. 8339 and Pub. L. 103-3.
a. Information within the system is for handling all necessary payroll functions and for use by employee supervisors for the performance of their managerial duties.
b. To provide information to Postal Service management and executive personnel to use in selection decisions and evaluation of training effectiveness. These records are examined by the selection committee and area vice presidents.
c. To compile various lists and mailing lists, e.g., Focus, Women's Programs Newsletter, etc.
d. To support Postal Service personnel programs such as Executive Leadership, Nonbargaining Position Evaluations, Evaluations of Probationary Employees, Merit Evaluations, Membership and Identification Listings, Emergency Locator Listings, Mailing Lists, and Women's Programs and to generate retirement eligibility information and analysis of employees in various salary ranges.
Routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Retirement Deduction - To transmit to the Office of Personnel Management a roster of all Postal Service employees under Title 5 U.S.C. 8334, along with a check.
2. Tax Information - To disclose to federal, state, and local government agencies having taxing authority pertinent records relating to individual employees, including name, home address, Social Security number, wages, and taxes withheld for other jurisdictions.
3. Unemployment Compensation Data - To reply to state unemployment offices at the request of separated Postal Service employees.
4. Employee Address File - For W-2 tax mailings, Flexible Spending Account, Combined Federal Campaign mailings, and postal mailings such as Postal Life, Focus, etc.
5. Salary payments and allotments to financial organizations - To provide relevant information to organizations receiving salary payments or allotments, as elected by the employee.
6. FICA Deductions - The Social Security Act requires that FICA deductions be made for those employees not eligible to participate in the Civil Service Retirement System or Federal Employees' Retirement System (casuals, temps and transitional employees). In addition, the Tax Equity and Fiscal Responsibility Act of 1982 requires that contributions to the Medicare program be deducted from all employees' earnings. (These statutes do not apply to employees in the Trust Territories who are not U.S. citizens.) Accordingly, records of earnings (e.g., W-2 information) must be disclosed to the Social Security Administration in order that it may account for funds received and determine individual's eligibility for benefits. Information disclosed includes name, address, SSN, wages paid subject to withholding, Federal, state, and local income tax withheld, total FICA wages paid and FICA tax withheld, occupational tax, life insurance premium, and other information, as reported on an individual's W-2 form.
7. To determine eligibility for coverage and payment of benefits under the Civil Service Retirement System, the Federal Employees' Retirement System, the Federal Employees' Group Life Insurance Program, and the Federal Employees' Health Benefits Program and transfer related records as appropriate.
8. To determine the amount of benefit due under the Civil Service Retirement System, the Federal Employees' Retirement System, the Federal Employees' Group Life Insurance Program, and the Federal Employees' Health Benefits Program and to authorize payment of that amount and to transfer related records as appropriate.
9. Records or information from the record of an individual may be disclosed to the following agencies for the named programs, when requested by that individual agency or program in connection with determining an individual's claim for benefits under such program: The U.S. Department of Labor, for the Office of Workers' Compensation Program and the Fair Labor Standards Act; the Social Security Administration, for Social Security Benefits programs (including retirement, survivors, and disability insurance); the Department of Veterans Affairs, for the Pension Benefits Program; the Health Care Financing Administration, for the Medicare Program; a branch of the Armed Services under military retired pay programs; and federal civilian employee retirement systems, including, but not limited to, the Civil Service Retirement System or the Federal Employees Retirement System.
10. To transfer earnings information under the Civil Service Retirement System or the Federal Employees' Retirement System to the Internal Revenue Service as required by the Internal Revenue Code of 1954, as amended.
11. To transfer information necessary to support a claim for life insurance benefits under the Federal Employees' Group Life Insurance, 4 East 24th Street, New York, NY 10010-3602.
12. To transfer information necessary to support a claim for health insurance benefits under the Federal Employees' Health Benefits Program to a health insurance carrier or plan participating in the program.
13. As a data source for management information for production of summary descriptive statistics and analytical studies in support of the function for which the records are collected and maintained, or for related personnel management functions or manpower studies; may also be used to respond to general requests for statistical information (without personal identification of individuals) under the Freedom of Information Act or to locate specific individuals for personnel research or other personnel management functions.
14. Certain information pertaining to postal supervisors may be transferred to the National Association of Postal Supervisors. Certain information pertaining to postmasters may be transferred to the National Association of Postmasters of the USA and/or the National League of Postmasters of the USA.
15. To provide to the Office of Personnel Management (OPM) approximately 19 data elements (including SSAN, DOB, service computation date, retirement system, and FEGLI status) for use by OPM's Compensation Group. Data collected are not for the purpose of making determinations about specific individuals but are used only as a means of ensuring the integrity of the active employee/annuitant data systems and for analyzing and statistically projecting federal retirement and insurance system costs. The same data submission will be used to produce summary statistics for reports of federal employment.
16. Records in this system are subject to review by an independent certified public accountant during an official audit of Postal Service finances.
17. May be disclosed to a federal or state agency providing parent locator services or to other authorized individuals as defined by Pub. L. 93-647.
18. Disclosure of information about current or former postal employees may be made to requesting states under approved computer matching efforts in which either the Postal Service or the requesting state acts as the matching agency, but limited to only those data elements considered relevant to making a determination of employee participation in and eligibility under unemployment insurance programs administered by the states (and by those states to local governments), to improving program integrity, and to collecting debts and overpayments owed to those governments and their components.
19. To insurance carriers sponsored by unions and/or management associations for the purpose of determining eligibility for coverage and payment of benefits under those nonfederal insurance plans and transferring related records as appropriate.
20. Disclosure of information about current or former postal employees may be made to requesting federal agencies or nonfederal entities under approved computer matching efforts in which either the Postal Service or the requesting entity acts as the matching agency, but limited to only those data elements considered relevant to making a determination of employee participation in and eligibility under particular benefit programs administered by those agencies or entities or by the Postal Service; to improving program integrity; and to collecting debts and overpayments owed under those programs.
21. Disclosure of information about current or former postal employees may be made, upon request, to the Department of Defense (DoD) under approved computer matching efforts in which either the Postal Service or DoD acts as the matching agency, but limited to those elements necessary to identify postal employees who are ready reservists for the purposes of updating DoD's listings of ready reservists and reporting reserve status information to the Postal Service and the Congress.
22. Disclosure of information about current or former postal employees may be made to requesting federal agencies or nonfederal entities under approved computer matching efforts in which either the Postal Service or the requesting entity acts as the matching agency, but limited to only those data elements considered relevant to identifying those employees who are absent parents owing child support obligations and to collecting debts owed as a result thereof.
23. Disclosure of information about current or former postal employees may be made on a semiannual basis to the Department of Defense (DoD) under approved computer matching efforts in which either the Postal Service or DoD acts as the matching agency, but limited to only those data elements considered relevant to identifying retired military employees who are subject to restrictions under the Dual Compensation Act as amended (5 U.S.C. 5532) and for taking subsequent actions to reduce military retired pay or collect debts and overpayments, as appropriate.
24. Disclosure of information about current or former postal employees may be made to requesting federal agencies under approved computer matching efforts in which either the Postal Service or the requesting entity acts as the matching agency. Disclosure will be limited to only those data elements considered relevant to identify individuals who are indebted to those agencies and to provide those individuals with due process rights prior to initiating any salary offset, pursuant to the Debt Collection Act.
25. Disclosure of information about current and former employees may be made to the Selective Service System (SSS) under approved computer matching efforts in which either the Postal Service or SSS acts as the matching agency. Disclosure will be limited to only those data elements considered relevant to identify individuals eligible for registration under the Military Selective Service Act (50 U.S.C. App. 451 et seq.) to determine whether those individuals have complied with registration requirements and to enforce compliance when necessary.
26. Disclosure of information about current or recently terminated postal employees who live or work in Colorado may be made to the Colorado Bureau of Investigation under an approved computer matching program. Disclosure will be limited to only those data elements that the Postal Service considers necessary for identifying currently or recently terminated employees who have been arrested for violations of law that relate to postal offenses and/or suitability for continued employment or who are fugitives and for assisting state or local agents to apprehend fugitives.
27. Disclosure of information about current or former postal employees may be made to the Internal Revenue Service under computer matching efforts, but limited only to those data elements considered relevant to identifying individuals who owe delinquent federal taxes or returns and to collecting the unpaid taxes by levy on the salary of those individuals pursuant to Internal Revenue Code.
28. Records or information about group health plan coverage for career and certain temporary employees who have been identified by the Health Care Financing Administration (HCFA) as being eligible for Medicare benefits will be disclosed to HCFA, but disclosure will be limited to that necessary to confirm coverage and determine whether Medicare is the primary or secondary payer.
29. Disclosure of the information about current or recently terminated postal employees may be made to the Department of Transportation (DOT) under computer matching efforts, but limited only to those data elements considered relevant to identifying individuals who appear in DOT's National Driver Register Problem Driver Pointer System. The matching results are used only to determine as a general matter whether commercial license suspension information within the pointer system would be beneficial in making selections of Postal Service motor vehicle and tractor-trailer operator personnel and will not be used for actual selection decisions.
30. Disclosure of information about current or former postal employees may be made to the Internal Revenue Service under computer matching efforts, but limited only to those data elements relevant to making a determination as to the proper reporting of income tax purposes of an employee's wages, expenses, compensation, reimbursement, and taxes withheld and to taking corrective action as warranted.
31. Disclosure of limited information about current or former postal employees, who are identified through computer matching, may be made to the Department of Health and Human Services, pursuant to 42 U.S.C. 653, Parent Locator Service, for further release to state child support enforcement agencies when needed for locating noncustodial parents in order to establish and/or enforce child support obligations and for locating parents who may be involved in parental kidnapping or child custody cases.
32. Disclosure of information about current or former postal employees may be made to the Department of the Treasury for approved computer matching efforts under its Treasury Offset Program. Disclosure will be limited to information needed to establish the identity of the employee as an individual owing a delinquent debt to another federal agency and to offset the salary of the employee to repay that debt.
33. Disclosure of information about current or former postal employees may be made to the Office of Child Support Enforcement, Administration for Children and Families, Department of Health and Human Services Federal Parent Locator System (FPLS) and Federal Tax Offset System for locating individuals and identifying their income sources to establish paternity, establish and modify orders of support, and for enforcement action.
34. Disclosure of information about current or former postal employees may be made to the Social Security Administration for verifying Social Security numbers in connection with the operation of the FPLS by the Office of Child Support Enforcement.
35. Disclosure of information about current or former postal employees may be made to the Department of the Treasury for purposes of administering the Earned Income Tax Credit Program (Section 32, Internal Revenue Code of 1986) and verifying a claim with respect to employment in a tax return.
Storage
Preprinted forms, magnetic tape, microforms, punched cards, computer reports, and card forms.
Retrievability
Location, name, and Social Security number.
Safeguards
Records are kept in locked filing cabinets and are protected by computer passwords and tape library physical security.
Retention and Disposal
a. Leave Application Files (Absence Control) and Unauthorized Overtime - Destroy when 3 years old.
b. Time and Attendance Records (other than payroll) and local payroll records - Destroy when 3 years old.
c. Information Service Center records retention - contact Information Service Center Payroll Systems or Manager, Post Office Accounting.
System Manager(s) and Address:
VICE PRESIDENT CONTROLLER
FINANCE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-5200
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
Request for information on this system of records must be made to the head of the facility where employed, giving full name and Social Security number. Headquarters employees must submit requests to the system manager.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is furnished by employees, supervisors, the Postal Source Data System, and the Electronic Time Clock System.
Postal facilities employing personnel entitled to uniform allowances and the Information Service Center, St. Louis, MO, and contractor facilities where necessary to perform uniform supply and postal purchasing card services.
Postal Service Employees entitled to uniform allowances.
Name, Social Security number, home address; uniform code, designation code, and pay location; account balance and invoices and other information relating to the uniform item(s) purchase.
39 U.S.C. 1206.
To fund the procurement of uniforms.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Certain information may be furnished to a duly licensed uniform vendor from whom individual employees have made purchases for the purpose of accounting for payments.
2. Records in this system are subject to review by an independent certified public accountant during an official audit of Postal Service finances.
3. Disclosure of information about current or former employees may be made to a financial institution under contract with the Postal Service to provide purchasing card services with respect to the purchase of uniform items.
4. Disclosure of information about current or former employees may be made to a distribution firm under contract with the Postal Service to provide fulfillment services with respect to the purchase of uniform items.
Storage
Preprinted forms, microfilm, and magnetic tape.
Retrievability
Social Security number.
Safeguards
Forms are kept in file cabinets, and magnetic tape and microfilm are subject to Computer Center access control.
Retention and Disposal
a. Post Office Case File - Destroy 3 years from date the employee leaves the Postal Service or is no longer in a bargaining unit.
b. PDC Card File - Destroy 6 months after each Accounting Period.
c. PDC Pay Listing and Machine-Readable Records - Destroy 6 years and 3 months from date of listing.
System Manager(s) and Address:
VICE PRESIDENT CONTROLLER
FINANCE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-5200
Correspond with the head of the facility where employed, furnishing name and Social Security number.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Payroll system and Postmasters have input to this system of records.
Post Offices, district and area finance offices, Postal Service Headquarters, imprest funds offices, personnel offices, accounting service centers, computer operations service centers, and contract travel and relocation agency offices.
Individuals or entities to whom the Postal Service makes payment(s) for materials and services received or expenses incurred in conjunction with official Postal Service business. Includes employees and officers authorized to travel, relocate, or otherwise incur expenses in performance of their official duties. Also includes persons that receive payment for indemnity claims for damage to or loss of mail, service failures, and administrative tort claims.
This system is made up of hard copy and electronic records. The records include hard copies of commitment documents, purchase orders, requisitions, invoices, claims, and receipts and computerized transaction files and databases. These records contain creditors' name, address, vendor, tax identification, or Social Security number (employees and officers are considered vendors), finance number, e-mail address, logon identification code, travel and relocation plans, travel expense and relocation transaction details, expense dates, descriptions of expenses incurred, amount due, payment status, and payment history. For employees and officers using the government-supplied travel card for travel and relocation expenses, certain electronic records also contain the employee or officer's credit card account number. For electronic funds transfer transactions (EFT), files also include the creditor's financial institution routing number, and for EFT payments made by the Postal Service on behalf of employees and officers, the employee or officer's account number.
39 U.S.C. 401, 404, 1001, 1206, 2008, and Public Law 104-134.
The records in this system support payments to Postal Service creditors. Information from these records is used to:
1. verify that goods and services were received by the Postal Service;
2. assure that expenses incurred were properly authorized;
3. reimburse employees, officers, and vendors for travel, relocation, and other expenses incurred in conjunction with official Postal Service business;
4. generate electronic funds transfer and hard copy check payment transactions to promptly pay creditors; and
5. offset delinquent debts that certain creditors owe to the federal government under the Department of the Treasury Offset Program.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses follow:
1. Disclosure of information about individuals for whom the Postal Service maintains accounts payable records may be made to the Department of the Treasury for cross-matching under its Treasury Offset Program. Disclosure will be limited to information needed to establish the identity of the individual as a delinquent debtor of another federal agency and to offset the payment to pay the debt.
2. Disclosure of the name and address of the owner of leased property, or of the payee when different from the owner, may be made upon request.
3. Disclosure of the employee or officer's Social Security number and government-supplied credit card account number may be made to the government travel card vendor in conjunction with payment of charges for authorized expenses charged to the government- supplied travel card.
4. Disclosure of the employee or officer's account number may be made to the financial institution designated by the employee or officer when reimbursing the employee or officer for authorized travel relocation expenses not charged to government-supplied travel card.
Storage
Hard copy documents are retained in Post Offices, district and area finance offices, Postal Service Headquarters, imprest fund offices, personnel offices, the St. Louis and San Mateo Accounting Service Centers, and contractor travel and relocation agency offices. Electronic records related to accounts payable transactions, including incoming invoices, government-supplied travel card transactions, and electronic funds transfer and other payment records, are maintained at the San Mateo Computer Operations Service Center (COSC). The electronic databases containing employee travel reimbursement system enrollment, logon ID, and travel expense transaction records are retained at the Eagan COSC.
Retrievability
Hard-copy accounts payable records are retrieved by vendor name (including employees and officers) and identification number within processing location, transaction date, and/or batch number. Electronic records are retrieved by vendor name, identification number, credit card number, financial institution account number, transaction date, and/or batch number.
Safeguards
Hard copy and electronic records within this system are located in buildings with controlled access. Hard copy records are stored in lockable file cabinets. Access to the buildings and to controlled areas within the buildings is restricted through use of guards and authorized badges and/or card keys and limited to persons whose duties require such access. Electronic records are protected with security software and operating system controls, including the use of logon identification codes and password firewalls that prevent unauthorized access to the private Postal Service computer network, and encryption of sensitive data elements. Information that is transmitted electronically between Postal Service facilities or between the Postal Service and external entities is also encrypted. Access is limited by these means to persons whose duties require it.
Retention and Disposal
Note: In addition to this system of records, certain accounts payable records are duplicated in USPS Privacy Act Systems 010.030, 050.040, 150.030, 160.010, 160.020, 200.020, and 200.030, each of which has relevant retention periods established. See those systems for the retention of the records described therein.
a. Hard copies of accounts payable records, including requisitions, purchase orders, certified invoices, travel expense reports, relocation forms, and related records, are filed alphabetically by vendor name and invoice number (in the Postal Service facility where the payment transaction was processed) within batch number, and/or within accounting period. These records are retained for 3 years from the end of the fiscal year in which the expenses were paid, then shredded.
b. Hard copies of travel reimbursement system enrollment records are filed alphabetically, by employee or officer's last name, by responsible coordinator, within the Postal Service facility where the employee was enrolled into the system. These records are transferred to an inactive file when the employee or officer no longer participates in the electronic travel reimbursement system or separates from the Postal Service. The inactive records are retained until the end of the calendar year, then shredded.
c. Electronic accounts payable payment records are retained online at the San Mateo COSC for 1 year from the end of the fiscal year in which the payment was made, archived for 6 additional years, then destroyed.
d. Electronic travel reimbursement system employee and officer transaction records are retained online at the Eagan COSC for 3 years from the end of the fiscal year in which the reimbursement was claimed, archived for an additional year, then destroyed.
e. Electronic travel reimbursement system employee and officer enrollment and logon ID records are retained online at the Eagan COSC until they are cancelled or superseded, when they are transferred to an inactive file. The inactive records are retained for 3 years from the end of the calendar year in which they became inactive, then destroyed.
System Manager(s) and Address:
VICE PRESIDENT CONTROLLER
FINANCE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLAZA SW
WASHINGTON, DC 20260-5200
Individuals wanting to know whether information about them is maintained in this system of records must address inquiries in writing to the system manager. Inquiries must contain the individual's name and taxpayer identification number (or Social Security number).
Notification Procedures above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedure and Records Access Procedures above.
Information in this system is furnished by Postal Service creditors, employees, and officers; Postal Service financial systems; the government travel card vendor; employee- designated financial institutions; and other federal agencies to which creditors are delinquently indebted. Some information may be duplicated in other Privacy Act systems of records including USPS 010.030, 050.040, 150.030, 160.010, 160.020, 200.020, and 200.030.
Law Department, Postal Service Headquarters.
Complainants; respondents and opposing parties in proceedings initiated under 39 U.S.C. 3001, 3002, and 3005 about the sending of false representations, lotteries, or nonmailable matter through the mails; postal attorneys; attorneys representing parties; subjects of investigation and assigned postal inspectors.
Note: In many instances, respondents are business firms not covered by the Privacy Act.
Complainants, pleadings, motions, orders, hearing transcripts, adjudications, investigative reports, exhibits, documentary evidence, witness statements, appeals, briefs, memoranda of law, consent agreements, orders directing detention of mail correspondence, decisions and other documents pertaining to administrative proceedings, and litigation involving false representation, mailability, and lotteries.
39 U.S.C. 3001, 3002, 3005, 3007, 3012; 18 U.S.C. 1301; 39 CFR Parts 952, 953.
Used by consumer protection attorneys to investigate and enforce postal statutes about false representation, lottery, and mailability; to represent the Postal Service in formal administrative proceedings before the Judicial Officer Department and in civil litigation.
General routine use statements a, b, c, d, e, f, g, h, j, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Copies of initial, tentative, and final decisions are maintained in the Postal Service Library for public inspection and copying.
2. Official records of administrative proceedings are maintained by the recorder of the Judicial Officer Department for public inspection.
3. Information in litigation records is public to the extent that the documents have been filed in a court or public administrative proceeding, unless the court or other adjudicative body has ordered otherwise. Such public information, including information about the nature, status, and disposition of the proceeding, may be disclosed to any individual, unless it is determined that release of specific information in the context of a particular case would be an unwarranted invasion of personal privacy.
4. When considered appropriate, records in this system may be referred to a bar association or similar federal, state, or local licensing or regulatory authority for possible disciplinary action.
Storage
Case records are stored in paper folders. Abbreviated summary and identifying information pertaining to each case is maintained in case file docket binders and on magnetic tape or disk in automated office equipment. Copies of decisions are maintained for public inspection in the Postal Service Library. Official records of proceedings are maintained by the recorder of the Judicial Officer Department.
Retrievability
Alphabetically by name of respondent and numerically by sequential docket number.
Safeguards
Records are stored in secure file cabinets under the general scrutiny of Postal Service attorneys. Access to computer data is restricted to personnel having an official need for access.
Retention and Disposal
Case files are moved to an inactive file 3 years after completion of action and disposed of 20 years from date of completion. Case file dockets are destroyed 20 years after the destruction of the case files to which they pertain.
System Manager(s) and Address:
SENIOR VICE PRESIDENT AND GENERAL COUNSEL
LAW DEPARTMENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1100
Individuals wanting to know whether information about them is maintained in this system of records must address inquiries to the above system manager. Inquiries must contain full name, name by which respondent in proceeding may have been designated, and approximate time in which proceedings may have been initiated.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Note: Review of requests seeking amendment of records that have been the subject of a judicial or quasi-judicial administrative action will be limited. The amendment provisions of the Act are not intended to permit the alteration of evidence presented during an adjudication, nor are they intended to provide a means for collaterally attacking the finality of a judicial or administrative decision. Review of requests for amendment of adjudicative records will be restricted to determining whether the records accurately reflect the action of the judicial or administrative body ruling on the case and will not include a review of the merits of the action.
Complaints, correspondence between parties involved, and Postal Inspection Service investigative reports.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemptions from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Law Department, Postal Service Headquarters and field offices; and Prohibitory Order Processing Center (POPC), Memphis, TN.
Addressees who request orders prohibiting further mailings to them by mailers of pandering advertisements and the mailers against whom such orders are issued.
Note: In most cases, the mailers of advertising material are business firms not covered by the Privacy Act.
Applications for prohibitory orders and the mail pieces upon which they are predicated, issued orders, signed return receipts from mailers receiving the orders, applications for the enforcement of the prohibitory orders, complaints issued to alleged violators and signed return receipts showing their delivery, notices to mailers that court action will be sought, pleadings, exhibits, briefs, investigative reports, hearing transcripts, material documents from POPC managers' case files; initial, tentative, and final administrative decisions and appeals from such decisions; requests to U.S. Attorneys for court actions enforcing violated orders, complaints and other documents filed in bringing such actions; and orders, opinions, and other documents issued by the courts.
39 U.S.C. 3006, 39 CFR Part 963.
To process applications for orders prohibiting mailers of pandering advertisements from making further mailings to the applicants, to determine whether violations of such orders have occurred, and to terminate the violations. Used by Prohibitory Order Processing Center personnel to effect such processing and determining; and by Postal Service attorneys in proceedings to terminate violations of the antipandering statute, including administrative proceedings before the Judicial Officer Department, requests to U.S. Attorneys for court action, and in court enforcement proceedings.
General routine use statements a, b, c, d, e, f, g, h, and j listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. To help mailers avoid repeated violations, records may be used to provide them with a list of individuals who have obtained prohibitory orders against them and applied for enforcement upon violation of those orders.
2. Copies of initial, tentative and final decisions rendered in administrative proceedings before the Judicial Officer Department are maintained in the Postal Service Library for public inspection and copying.
3. Official records of administrative proceedings are maintained by the recorder of the Judicial Officer Department for public inspection.
4. Information in litigation records is public to the extent that the documents have been filed in a court or public administrative proceeding, unless the court or other adjudicative body has ordered otherwise. Such public information, including information about the nature, status, and disposition of the proceeding, may be disclosed to any individual, unless it is determined that release of specific information in the context of a particular case would be an unwarranted invasion of personal privacy.
5. When considered appropriate, records in this system may be referred to a bar association or similar federal, state, or local licensing or regulatory authority for possible disciplinary action.
Storage
Case records are stored in paper folders and in a computer data base. Copies of decisions are maintained for public inspection in the Headquarters Library. Official records of proceedings are maintained by the recorder of the Judicial Officer Department.
Retrievability
By prohibitory order number or by name of individual requesting order.
Safeguards
Litigation files are stored in lockable file cabinets or rooms under the general scrutiny of Postal Service attorneys. Access to computer data is restricted to personnel having an official need for access.
Retention and Disposal
Case Files - Retained for 5 years following issuance of order or last application for enforcement.
System Manager(s) and Address:
SENIOR VICE PRESIDENT AND GENERAL COUNSEL
LAW DEPARTMENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1100
Individuals wanting to know whether information about them is maintained in this system of records must address inquiries to the system manager. Inquiries must contain full name and address of the individual requesting the prohibitory order.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Note: Review of requests seeking amendment of records that have been the subject of a judicial or quasi-judicial administrative action will be limited. The amendment provisions of the Act are not intended to permit the alteration of evidence presented during an adjudication, nor are they intended to provide a means of collaterally attacking the finality of a judicial or administrative decision. Review of requests for amendment of adjudicative records will be restricted to determining whether the records accurately reflect the action of the judicial or administrative body ruling on the case and will not include a review of the merits of the action.
Persons requesting prohibitory orders, mailers of pandering advertisements, Prohibitory Order Processing Center personnel, members of the Judicial Officer Department, and attorneys for the Postal Service and for the mailers.
Systems Exempted From Certain Provisions of the Act
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access pursuant to 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemptions from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Law Department, Postal Service Headquarters; Inspection Service.
Individuals who appeal because of the withholding of their mail and attorneys representing such individuals.
Note: Business firm customers are not covered by the Privacy Act.
Original correspondence regarding the withholding of mail from delivery; records that document the withholding; investigative reports; evidence of delivery or attempted delivery of notices; petitions; pleadings, notes, and legal memoranda; discovery documents; briefs; settlement agreements; decisions, appeals, and orders.
39 U.S.C. 204, 401, 3303, 3004; 18 U.S.C. 1302, 1341, and 1342; 39 CFR Part 964.
To enable the general counsel to represent the Postal Service in administrative proceedings before the Judicial Officer Department in which customers petition for review of cases in which the Inspection Service has withheld mail from delivery pursuant to 39 U.S.C. 3003 to 3004.
General routine use statements a, b, c, d, e, f, g, h, j, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Copies of initial, tentative, and final decisions are maintained in the Postal Service Library for public inspection and copying.
2. Official records of administrative proceedings are maintained by the recorder of the Judicial Officer Department for public inspection.
3. Information in litigation records is public to the extent that the documents have been filed in a court or public administrative proceeding, unless the court or other adjudicative body has ordered otherwise. Such public information, including information about the nature, status, and disposition of the proceeding, may be disclosed to any individual, unless it is determined that release of specific information in the context of a particular case would be an unwarranted invasion of personal privacy.
4. When considered appropriate, records in this system may be referred to a bar association or similar federal, state, or local licensing or regulatory authority for possible disciplinary action.
Storage
Appeal case records are stored in paper folders, filed chronologically by date of closing. Abbreviated information, such as case name and other identifying data, is stored on index cards, filed alphabetically by case name, and on magnetic tape or disk in automated office equipment.
Retrievability
By Postal Service docket number and by name of individual whose mail has been withheld from delivery.
Safeguards
Records are maintained in secure filing cabinets under the scrutiny of Postal Service attorneys. Access to computer data is restricted to personnel having an official need for access.
Retention and Disposal
Appeal case records are destroyed 1 year after final disposition of case. Index cards are destroyed 6 months after final disposition of case.
System Manager(s) and Address:
SENIOR VICE PRESIDENT AND GENERAL COUNSEL
LAW DEPARTMENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1100
Individuals wanting to know whether information about them is maintained in this system of records must address inquiries to the system manager. Inquiries must contain full name and address of the individual whose mail has been withheld and the approximate date of such withholdings.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Note: Review of requests seeking amendment of records that have been the subject of a judicial or quasi-judicial administrative action will be limited. The amendment provisions of the Act are not intended to permit the alteration of evidence presented in the course of an adjudication, nor are they intended to provide a means of collaterally attacking the finality of a judicial or administrative decision. Review of requests for amendment of adjudicative records will be restricted to determining whether the records accurately reflect the action of the judicial or administrative body ruling on the case and will not include a review of the merits of the action.
Individuals whose mail has been withheld from delivery and their attorneys, Inspection Service investigative reports, witnesses.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemptions from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Law Department, Postal Service Headquarters; Post Offices.
Individuals who appeal from the refusal to provide, or involuntary termination of, Post Office box or caller service and attorneys representing such individuals.
Note: Business firm customers are not covered by the Privacy Act.
Original correspondence regarding denial or termination of Post Office box or caller service; records that document involuntary termination; investigative reports; evidence of delivery or attempted delivery of notices; petitions; pleadings, notes, and legal memoranda; briefs; settlement agreements; decisions, appeals, and orders.
39 U.S.C. 401, 404(a)(1); 39 CFR Part 958; Domestic Mail Manual, Parts 951, 952.
To enable the General Counsel to represent the Postal Service in administrative proceedings before the Judicial Officer Department in which customers petition for review of postmaster determinations to refuse or terminate Post Office box or caller service.
General routine use statements a, b, c, d, e, f, g, h, j, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Information in litigation records is public to the extent that the documents have been filed in a court or public administrative proceeding, unless the court or other adjudicative body has ordered otherwise. Such public information, including information about the nature, status, and disposition of the proceeding, may be disclosed to any individual, unless it is determined that release of specific information in a particular case would be an unwarranted invasion of personal privacy.
2. When considered appropriate, records in this system may be referred to a bar association or similar federal, state, or local licensing or regulatory authority for possible disciplinary action.
Storage
Appeal case records are stored in paper folders, filed chronologically by date of closing. Abbreviated information, such as case name and other identifying data, is stored on index cards, filed alphabetically by case name, and on magnetic tape or disk in automated office equipment.
Retrievability
By Postal Service docket number and by name of individual whose service has been refused or terminated.
Safeguards
Records are kept in secure filing cabinets under the scrutiny of Postal Service attorneys. Access to computer data is restricted to personnel having an official need for access.
Retention and Disposal
Appeal case records are destroyed 1 year after final disposition of case. Index cards are destroyed 6 months after final disposition of case.
System Manager(s) and Address:
SENIOR VICE PRESIDENT AND GENERAL COUNSEL
LAW DEPARTMENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1100
Individuals wanting to know whether information about them is maintained in this system of records must address inquiries to the system manager. Inquiries must contain full name and address of the individual whose service has been terminated and the approximate time period of its termination.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Note: Review of requests seeking amendment of records that have been the subject of a judicial or quasi-judicial administrative action will be limited. The amendment provisions of the Act are not intended to permit the alteration of evidence presented in the course of an adjudication, nor are they intended to provide a means of collaterally attacking the finality of a judicial or administrative decision. Review of requests for amendment of adjudicative records will be restricted to determining whether the records accurately reflect the action of the judicial or administrative body ruling on the case and will not include a review of the merits of the action.
Individuals whose Post Office box or caller service has been terminated and their attorneys, reports of postmasters, Inspection Service investigative reports.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemptions from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Office of the Postmaster General, Postal Service Headquarters.
Postal Service employees and Postal Service customers who have corresponded with the Office of the Postmaster General.
General correspondence including correspondent's name, address, nature of inquiry, and response.
39 U.S.C. 401.
To maintain reference to letters from persons communicating with the postmaster general.
General routine use statements a, b, c, d, e, f, g, h, j, k, l and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Records are periodically transferred to custody of National Archives and Records Administration (NARA) for keeping as historical documentation.
Storage
Original typed, printed, or handwritten form.
Retrievability
Individual's name, chronologically and subject.
Safeguards
Records are kept in locked filing cabinets under scrutiny of the postmaster general's secretary and in secured storage room with limited access.
Retention and Disposal
a. Permanent Subject Files - Transfer to a Federal Records Center when 4 years old. Offer to NARA in 5-year blocks when the latest records are 20 years old.
b. Temporary Subject Files - Destroy when 4 years old.
System Manager(s) and Address:
OFFICE OF THE POSTMASTER GENERAL
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-0010
Inquiries must be addressed to the system manager and must contain full name, date of letter, and subject.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Individuals communicating with the postmaster general.
Government Relations, Postal Service Headquarters.
Employees, former employees, applicants for employment, contractors, lessors, and customers who have written to nonpostal government officials; congressmen, and other government officials corresponding with the Postal Service in behalf of postal customers/employees; and various individuals to whom Postal Service announcements/greetings are directed.
Information stemming from correspondence described above and lists of individuals for announcements/greetings.
39 U.S.C. 401.
To provide Postal Service officials with the means of responding to inquiries from and/or for other government officials and to serve as a workload reporting system for which a description appears as USPS 170.010.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Optical disk, magnetic tape/disk, and computer printouts.
Retrievability
Subject category, as derived from correspondence, and the name of the inquirer and/or official inquiring in his or her behalf.
Safeguards
All records not in storage at a Federal Records Center are maintained on computer-readable media in a secured data processing facility.
Retention and Disposal
Optical disk/magnetic tape/disk records are kept for 3 years and then erased.
System Manager(s) and Address:
SENIOR VICE PRESIDENT
GOVERNMENT RELATIONS
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-3500
Individuals wishing to know whether information about them is maintained in this system of records must address inquiries to the system manager. Inquiries must contain full name, the name of the government official to whom he or she wrote, the nature of the inquiry, and the approximate date.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Nonpostal government officials.
Consumer Advocate and Human Resources, Postal Service Headquarters; districts; Post Offices; the Information Systems Service Center in St. Louis, MO; and contractor sites.
Postal Service customers and employees who have contacted the Postal Service with a suggestion or a problem, information request, or compliment.
Complaining individual's name and address; nature of the inquiry or complaint; assessment of concerns, findings, and recommendations; and resolution of same. Includes general correspondence and Consumer Service Cards about individuals' complaints/inquiries.
39 U.S.C. 403, 404.
To process Postal Service customer and employee concerns and inquiries regarding mail services and other issues relating to the Postal Service.
Routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Typed, printed, handwritten, or computer-printed form, microfilm, magnetic tape, and WORM optical disk.
Retrievability
For correspondence and computerized complaint cards, by chronological sequence within subject category as derived from correspondence and the name of inquirer or complainant. Human Resources' records may also be retrieved by work location. For hard-copy complaint cards, chronological by retrieval code and preprinted complaint card serial number, and at local offices, alphabetically by customer last name.
Safeguards
These are restricted files and are to be maintained in locked file cabinets in secured facilities, with access limited to personnel having an official need. Automated records are protected through computer password security.
Retention and Disposal
Destroy 3 years after resolution of the problem.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
VICE PRESIDENT AND CONSUMER ADVOCATE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-2200
Customers wanting to know whether information about them is maintained in this system of records must address inquiries to the same facility to which they submitted their complaint. Inquiries about complaint cards must contain the date and card serial number.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Postal Service customers and employees.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemptions from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Office of the (1) Chief Postal Inspector, Headquarters; (2) Field Operations Support Groups; and (3) Inspectors-in-Charge (30 divisions).
a. Subjects of investigations, unsolicited information, surveillance; complainants, informants, witnesses; and other individuals related to investigations.
b. Applicants and current and former Postal Service personnel and contractors and individuals providing information related to employment suitability checks on those individuals.
c. Applicants for and appointees to sensitive positions in the Postal Service and individuals providing information related to security clearance checks on those individuals.
Information within this system relates to Inspection Service investigations carried out in accordance with applicable policies, regulations, procedures, and statutes. The investigations may relate to criminal, civil, or administrative matters, including personnel suitability and security clearance. Generally, investigative case files are physically located in the responsible Inspection Service Division, Field Operations Support Group, or Headquarters. These files may contain investigative reports, background data including arrest records, statements of informants and witnesses, laboratory reports of evidence analysis, search warrants, summons and subpoenas, and other information related to the investigation. Personal data in the system may include fingerprints, handwriting samples, reports of confidential informants, physical identifying data, voiceprints, polygraph tests, photographs, and individual personnel and payroll information. Inspection Service database systems contain additional or summary duplicative case files and other information in support of investigations. In addition, Inspection Service divisions maintain reference files and indexes, as needed, for quick access in day-to-day operations.
The specific authority for the Postal Inspection Service to investigate postal offenses and civil matters relating to the Postal Service is conferred at 39 U.S.C. 404(a)(7), 18 U.S.C. 3061, and 5 U.S.C. App 3. In the exercise of that authority, the Inspection Service conducts investigations pursuant to the following federal statutes and administrative rules, which are not intended to be all-inclusive. Although other federal agencies may have primary investigative jurisdiction over some of the statutes listed, the Inspection Service applies those statutes for cases involving postal personnel or property or as authorized by the Attorney General of the United States (18 U.S.C. 3061(b)(2)). These are the primary statutes that impact the Postal Inspection Service, but an investigation may involve statutes not listed.
1. False Representations; Lotteries. Where any individual is engaging in conducting a scheme or device for obtaining money or property through the mail by means of false representations or is conducting a lottery, the Postal Service may issue an order to return such mail to the sender (Title 39, United States Code, Section 3005).
2. Detention of Mail for Temporary Periods. Relates to violations of 39 U.S.C. 3005 and 3006. The U.S. District Court may issue a temporary restraining order and preliminary injunction directing the detention of defendant's incoming mail (Title 39, United States Code, Section 3007).
3. Mailing of Sexually Oriented Advertisements (SOAs). Permits customers to file a statement with the Postal Service that they do not want to receive SOAs; a mailer who sends that person unsolicited SOAs can be subject to civil and criminal sanctions penalties under 39 U.S.C. 3011 and 18 U.S.C. 1735-37 (Title 39, United States Code, Section 3010).
4. Circulars and Rewards. Covers authorization and procedures (Title 39, Code of Federal Regulations, Section 233.2).
5. Mail Covers. Covers policy, authorization, and review procedures for mail covers; an investigative technique by which a record is made of any data appearing on outside cover of mail matter (Title 39, Code of Federal Regulations, Section 233.3).
6. Withdrawal of Mail Privileges. Applies to false representation and lottery orders and fictitious name or address orders (Title 39, Code of Federal Regulations, Section 233.4).
7. Requesting Financial Records From a Financial Institution. Covers purpose, authorization, and procedures (Title 39, Code of Federal Regulations, Section 233.5).
8. Test Purchases Under 39 U.S.C. 3005(e). Covers authorization and procedures (Title 39, Code of Federal Regulations, Section 233.6).
9. Conduct on Postal Property. Covers posted regulations governing conduct on postal property (Title 39, Code of Federal Regulations, Section 232.1).
10. Responsibility for the Protection of Post Offices. Designates Chief Postal Inspector as Security Officer (Title 39, Code of Federal Regulations, Section 231.1).
11. Internal Financial Audits. The Postal Service must maintain an adequate internal audit of the financial transactions of the Postal Service (Title 39, United States Code, Section 2008(b)).
12. Principals. Applies to aiding and abetting (Title 18, United States Code, Section 2).
13. Special Maritime and Territorial Jurisdiction of the United States Defined. Applies to certain Postal Service facilities that fall under this jurisdiction (Title 18, United States Code, Section 7).
14. Obligation or Other Security of the United States Defined. Includes stamps and money orders (Title 18, United States Code, Section 8).
15. Laws of States Adopted for Areas Within Federal Jurisdiction. Makes state statutes applicable on federal properties when no federal law exists (Title 18, United States Code, Section 13).
16. Destruction of Aircraft or Aircraft Facilities. Applies to mailed explosive devices that result in such destruction (Title 18, United States Code, Section 32).
17. Destruction of Motor Vehicles or Motor Vehicle Facilities. Applies to mailed explosive devices that result in such destruction (Title 18, United States Code, Section 33).
18. Imparting or Conveying False Information. Prohibits the giving of false information about crimes (Title 18, United States Code, Section 35).
19. Importation or Shipment of Injurious Mammals, Birds, Fish (including Mollusks and Crustacea), Amphibia, and Reptiles; Permits, Specimens for Museums; Regulations. Applies to Postal Service when such items are mailed (Title 18, United States Code, Section 42).
20. Transportation of Water Hyacinths. Applies to Postal Service when such items are mailed (Title 18, United States Code, Section 46).
21. Arson Within Special Maritime and Territorial Jurisdiction. Applies to arson of Postal Service facilities within this jurisdiction (Title 18, United States Code, Section 81).
22. Assaulting, Resisting or Impeding Certain Officers or Employees. Applies to Postal Service employees (Title 18, United States Code, Section 111).
23. Assaults Within Maritime and Territorial Jurisdiction. Applies to certain Postal Service facilities (Title 18, United States Code, Section 113).
24. Maiming Within Maritime and Territorial Jurisdiction. Applies to certain Postal Service facilities (Title 18, United States Code, Section 114).
25. Influencing, Impeding, or Retaliating Against a Federal Official by Threatening or Injuring a Family Member. Applies to Postal Service employees (Title 18, United States Code, Section 115).
26. Bribery of Public Officials and Witnesses. Applies to Postal Service employees (Title 18, United States Code, Section 201).
27. Compensation to Members of Congress, Officers, and Others in Matters Affecting the Government. Applies to Postal Service employees (Title 18, United States Code, Section 203).
28. Activities of Officers and Employees in Claims Against and Other Matters Affecting the Government. Prohibits certain activities by Postal Service employees in regard to making claims against the Postal Service (Title 18, United States Code, Section 205).
29. Disqualification of Former Officers and Employees; Disqualification of Partners of Current Officers and Employees. Covers postemployment and partnership restrictions applicable to the Postal Service (Title 18, United States Code, Section 207).
30. Acts Affecting a Personal Financial Interest. Prohibits Postal Service employees from making official decisions that affect personal finances (Title 18, United States Code, Section 208).
31. Salary of Government Officials and Employees Payable Only by United States. Applies to Postal Service employees who are prohibited from receiving outside salary supplements (Title 18, United States Code, Section 209).
32. Offer Procure Appointive Public Office. Prohibits influence in Postal Service appointments (Title 18, United States Code, Section 210).
33. Acceptance or Solicitation to Obtain Appointive Public Office. Prohibits improper influence in Postal Service appointments (Title 18, United States Code, Section 211).
34. Void Transactions in Violation of Chapter; Recovery by the United States. Allows recovery by Postal Service for violations of 18 U.S.C. 201-211 (Title 18, United States Code, Section 218).
35. Civil Disorders. Applies to unlawful conduct by Postal Service employees who engage in violence (Title 18, United States Code, Section 231).
36. Taking or Using Papers Relating to Claims. Applies to the Postal Service (Title 18, United States Code, Section 285).
37. Conspiracy to Defraud the Government with Respect to Claims. Applies to the Postal Service (Title 18, United States Code, Section 286).
38. False, Fictitious or Fraudulent Claims. Applies to the Postal Service (Title 18, United States Code, Section 287).
39. False Claims for Postal Losses. Prohibits false claims by Postal Service patrons (Title 18, United States Code, Section 288).
40. Conspiracy to Commit Offense or Defraud United States. Enforced by Postal Service in regard to any crime under investigation (Title 18, United States Code, Section 371).
41. Conspiracy to Impede or Injure Officer. Applies to conspiracies against Postal Service employees (Title 18, United States Code, Section 372).
42. Solicitation to Commit a Crime of Violence. Applies to any violent crime against the Postal Service (Title 18, United States Code, Section 373).
43. Officer or Employee Contracting with Member of Congress. Prohibits Postal Service employees from contracting with Congress (Title 18, United States Code, Section 432).
44. Mail Contracts. Prohibits Postal Service employees from being interested in Postal Service contracts (Title 18, United States Code, Section 440).
45. Postal Supply Contracts. Prohibits Postal Service employees from being interested in or fixing bids for postal supply contracts (Title 18, United States Code, Section 441).
46. Contractors' Bonds, Bids, and Public Records. Concerns false mailing of above for purpose of defrauding the Postal Service (Title 18, United States Code, Section 494).
47. Contracts, Deeds, and Powers of Attorney. Concerns false mailing of above to defraud the Postal Service (Title 18, United States Code, Section 495).
48. Money Orders. Covers a variety of prohibited conduct related to money orders (Title 18, United States Code, Section 500).
49. Postage Stamps, Postage Meter Stamps, and Postal Cards. Covers a variety of prohibited conduct related to these matters (Title 18, United States Code, Section 501).
50. Postage and Revenue Stamps of Foreign Governments. Covers forgery of foreign postage (Title 18, United States Code, Section 502).
51. Postmarking Stamps. Covers forgery or counterfeit postmarks and postmarking equipment (Title 18, United States Code, Section 503).
52. Printing and Filming of United States and Foreign Obligations and Securities. Covers reproduction of postage stamps (Title 18, United States Code, Section 504).
53. Seals of Departments or Agencies. Covers certain prohibited conduct in regard to Postal Service seals (Title 18, United States Code, Section 506).
54. Transportation Requests of Government. Covers certain prohibited conduct in regard to Postal Service Government Transportation Requests (Title 18, United States Code, Section 508).
55. Forging Endorsements on Treasury Checks or Bonds or Securities of the United States. Involves stolen Treasury checks (Title 18, United States Code, Section 510).
56. Smuggling Goods into the United States. Self-explanatory (Title 18, United States Code, Section 545).
57. Smuggling Goods Into Foreign Countries. Self-explanatory (Title 18, United States Code, Section 546).
58. Making Political Contributions. Applies to Postal Service employees (Title 18, United States Code, Section 603).
59. Public Money, Property, or Records. Covers theft or embezzlement by Postal Service employees and outsiders of Postal Service property (Title 18, United States Code, Section 641).
60. Tools and Materials for Counterfeiting Purposes. Self-explanatory (Title 18, United States Code, Section 642).
61. Accounting Generally for Public Money. Covers the accountability of Postal Service employees for public funds (Title 18, United States Code, Section 643).
62. Custodians, Generally, Misusing Public Funds. Covers misuse of Postal Service funds by Postal Service officers (Title 18, United States Code, Section 648).
63. Custodians Failing to Deposit Moneys; Persons Affected. Covers misuses of public funds (Postal Service) by any individual charged with safekeeping (Title 18, United States Code, Section 649).
64. Disbursing Officer Misusing Public Funds. Covers misuse of public funds by Postal Service disbursing officers (Title 18, United States Code, Section 653).
65. Officer or Employee of United States Converting Property of Another. Covers Postal Service employees who do this (Title 18, United States Code, Section 654).
66. Within Special Maritime and Territorial Jurisdiction. Covers theft within certain Postal Service facilities (Title 18, United States Code, Section 661).
67. Receiving Stolen Property Within Special Maritime and Territorial Jurisdiction. Covers certain Postal Service facilities (Title 18, United States Code, Section 662).
68. Solicitation or Use of Gifts. Covers solicitation of personal gifts under official guise by Postal Service employees (Title 18, United States Code, Section 663).
69. Official Badges, Identification Cards, Other Insignia. Covers likenesses of Postal Service official insignia or ID. (Title 18, United States Code, Section 701).
70. Explosive and Destructive Devices. Applies to statutes used in conjunction with mailed bombs and infernal devices (Title 18, United States Code, Section 841, 842 and 1716).
71. Threats Against President and Successors to the Presidency. Applies to when such threat is mailed (Title 18, United States Code, Section 871).
72. Extortion by Officers or Employees of the United States. Includes extortion by Postal Service employees (Title 18, United States Code, Section 872).
73. Blackmail. Applies to when threat and demand are mailed (Title 18, United States Code, Section 873).
74. Kickbacks From Public Works Employee. Applies to Postal Service employees (Title 18, United States Code, Section 874).
75. Mailing Threatening Communications. Covers extortion by mail (Title 18, United States Code, Section 876).
76. Mailing Threatening Communications from Foreign Country. Covers extortion by mail deposited in a foreign country addressed to United States (Title 18, United States Code, Section 877).
77. Officer or Employee of the United States. Covers impersonation of postal employee (Title 18, United States Code, Section 912).
78. Unlawful Acts. Covers various firearm laws in which the Postal Service investigates mail violations of these regulations (Title 18, United States Code, Section 922).
79. Civil Forfeiture. Makes property involved in transaction in violation of law subject to civil forfeiture (Title 18, United States Code, Section 981).
80. Criminal Forfeiture. Makes property involved in transaction in violation of law subject to criminal forfeiture (Title 18, United States Code, Section 982).
81. Statements or Entries Generally. Covers false statements or entries by Postal Service employees (Title 18, United States Code, Section 1001).
82. Possession of False Papers to Defraud United States. Covers Postal Service as agency of U.S. (Title 18, United States Code, Section 1002).
83. Bank Entries, Reports, and Transactions. Covers unauthorized or fraudulent bank entries, reports, or transactions by employees of Federal Reserve bank, or member, national or insured bank (Title 18, United States Code, Section 1005).
84. Official Certificates or Writings. Covers false official writings by Postal Service employees (Title 18, United States Code, Section 1018).
85. Fraud and Related Activity in Connection with Identification Documents. Self-explanatory. The Postal Service has primary jurisdiction over mailed documents (Title 18, United States Code, Section 1028).
86. Fraud and Related Activity in Connection with Access Devices. Self-explanatory. The Postal Service investigates fraud relating to mailed devices (Title 18, United States Code, Section 1029).
87. Fraud and Related Activity in Connection with Computers. Self-explanatory. The Postal Service investigates fraud relating to the Postal Service (Title 18, United States Code, Section 1030).
88. Murder. Self-explanatory. The Postal Service investigates murder in postal facilities under special territorial jurisdiction (Title 18, United States Code, Section 1111).
89. Manslaughter. Self-explanatory. The Postal Service investigates manslaughter violations in postal facilities under special territorial jurisdiction (Title 18, United States Code, Section 1112).
90. Attempt to Commit Murder or Manslaughter. Self-explanatory. The Postal Service investigates violations in postal facilities under special territorial jurisdiction (Title 18, United States Code, Section 1113).
91. Protection of Officers and Employees of the United States. Covers Postal Service employees (Title 18, United States Code, Section 1114).
92. Conspiracy to Murder. Applies when such actions involve Postal Service employees and certain facilities (Title 18, United States Code, Section 1117).
93. Kidnapping. Applies when such actions involve Postal Service officers and employees (Title 18, United States Code, Section 1201).
94. Ransom Money. Covers ransom under Section 1201 (Title 18, United States Code, Section 1202).
95. Hostage Taking. Applies when such actions involve Postal Service employees (Title 18, United States Code, Section 1203).
96. Lotteries. Covers any lottery activity by mail investigated by the Postal Service (Title 18, United States Code, Sections 1301, 1302, 1303, 1305, 1306, 1307).
97. Frauds and Swindles. Covers mail fraud (Title 18, United States Code, Section 1341).
98. Fictitious Name or Address. Concerns false name or address filed with the Postal Service (Title 18, United States Code, Section 1342).
99. Fraud by Wire, Radio, or Television. Self-explanatory. Can be used with a mail fraud prosecution (Title 18, United States Code, Section 1343).
100. Bank Fraud. Self-explanatory. Can be used with mail fraud prosecution (Title 18, United States Code, Section 1344).
101. Injunctions Against Fraud. Self-explanatory. Can be used in mail fraud cases (Title 18, United States Code, Section 1345).
102. Government Property or Contracts. Covers malicious mischief against the Postal Service (Title 18, United States Code, Section 1361).
103. Buildings or Property Within Special Maritime and Territorial Jurisdiction. Covers destruction or injury of Postal Service buildings in this category (Title 18, United States Code, Section 1363).
104. Mailing Obscene or Crime-Inciting Matter. Covers mailed pornography or other vile material (Title 18, United States Code, Section 1461).
105. Importation or Transportation of Obscene Matters. Covers mailed items originating outside the United States (Title 18, United States Code, Section 1462).
106. Mailing Indecent Matter on Wrappers or Envelopes. Covers visible mailed obscene material (Title 18, United States Code, Section 1463).
107. Transportation of Obscene Matters for Sale or Distribution. Covers mailed items (Title 18, United States Code, Section 1465).
108. Criminal Forfeiture. Covers obscene material (Title 18, United States Code, Section 1467).
109. Assault on Process Service. Covers Postal Service Inspectors (Title 18, United States Code, Section 1501).
110. Influencing or Injuring Officer or Juror Generally. Covers mailed communications (Title 18, United States Code, Section 1503).
111. Obstruction of Proceedings Before Departments, Agencies, and Committees. Covers mailed threats and communications (Title 18, United States Code, Section 1505).
112. Obstruction of Criminal Investigations. Covers Postal Service investigations (Title 18, United States Code, Section 1510).
113. Obstruction of State or Local Law Enforcement. Self-explanatory (Title 18, United States Code, Section 1511).
114. Tampering with a Witness, Victim, or an Informant. Self-explanatory (Title 18, United States Code, Section 1512).
115. Retaliating Against a Witness, Victim, or an Informant. Self-explanatory (Title 18, United States Code, Section 1513).
116. Laws Governing Postal Savings. Protects public moneys sent by mail (Title 18, United States Code, Section 1691).
117. Foreign Mail as United States Mail. Treats foreign mail as U.S. Mail for the purpose of law while transported in the U.S. (Title 18, United States Code, Section 1692).
118. Carriage of Mail Generally. Concerns carriage of letters contrary to law (Title 18, United States Code, Section 1693).
119. Carriage of Matter Out of Mail Over Post Routes. Covers letters on which postage has not been paid (Title 18, United States Code, Section 1694).
120. Carriage of Matter Out of Mail on Vessels. Covers letters on which postage has not been paid (Title 18, United States Code, Section 1695).
121. Private Express for Letters and Packets. Covers private carriage of letters (Title 18, United States Code, Section 1696).
122. Transportation of Persons Acting as Private Express. Covers a carrier assisting a private express carrier (Title 18, United States Code, Section 1697).
123. Prompt Delivery of Mail from Vessel. Concerns timely delivery of letters to post office by vessels passing between ports or places in the United States (Title 18, United States Code, Section 1698).
124. Certification of Delivery from Vessel. Concerns certification by officer of vessel of delivery of letters to Post Office (Title 18, United States Code, Section 1699).
125. Desertion of Mails. Concerns Postal Service employee deserting mail in its custody (Title 18, United States Code, Section 1700).
126. Obstruction of Mails Generally. Concerns obstructing or retarding passage of mail (Title 18, United States Code, Section 1701).
127. Obstruction of Correspondence. Prohibits the taking of any mail for the purpose of obstruction or to pry into the secrets of another (Title 18, United States Code, Section 1702).
128. Delay or Destruction of Mail or Newspapers. Prohibits delaying, destruction, or opening of mail before delivery (Title 18, United States Code, Section 1703).
129. Keys or Locks Stolen or Reproduced. Prohibits theft, unauthorized possession, or reproduction of certain Postal Service keys and locks (Title 18, United States Code, Section 1704).
130. Destruction of Letter Boxes or Mail. Prohibits destruction or vandalizing of mail receptacles (Title 18, United States Code, Section 1705).
131. Injury to Mail Bags. Prohibits breaking into mail bags with intent to steal or render insecure (Title 18, United States Code, Section 1706).
132. Theft of Property Used by the Postal Service. Prohibits theft or appropriation of Postal Service property (Title 18, United States Code, Section 1707).
133. Theft or Receipt of Stolen Mail Matter Generally. Prohibits theft or unauthorized possession of mail before delivery (Title 18, United States Code, Section 1708).
134. Theft of Mail Matter by Officer or Employee. Prohibits theft or unauthorized possession of mail before delivery by Postal Service employees (Title 18, United States Code, Section 1709).
135. Theft of Newspapers. Prohibits theft of newspapers from mail by Postal Service employees (Title 18, United States Code, Section 1710).
136. Misappropriation of Postal Funds. Prohibits unauthorized use or theft of funds by Postal Service employees (Title 18, United States Code, Section 1711).
137. Falsification of Postal Returns to Increase Compensation. Prohibits Postal Service employees from making false entries to increase their compensation (Title 18, United States Code, Section 1712).
138. Issuance of Money Orders Without Payment. Prohibits Postal Service employees from issuing money orders without having previously received payment therefore (Title 18, United States Code, Section 1713).
139. Foreign Divorce Information as Nonmailable. Prohibits the mailing of foreign divorce information (Title 18, United States Code, Section 1714).
140. Firearms as Nonmailable. Prohibits mailing of concealable firearms except between certain individuals (Title 18, United States Code, Section 1715).
141. Injurious Articles as Nonmailable. Prohibits a wide variety of articles from being mailed (Title 18, United States Code, Section 1716).
142. Nonmailable Motor Vehicle Master Keys. Prohibits mailing of any article declared nonmailable under 39 U.S.C. 3002 (Title 18, United States Code, Section 1716A).
143. Nonmailable Plants. Self-explanatory (Title 18, United States Code, Section 1716B).
144. Forged Agricultural Certifications. Prohibits forging or counterfeiting agricultural certifications (Title 18, United States Code, Section 1716C).
145. Letters and Writings as Nonmailable; Opening Letters. Prohibits the mailing of certain types of letters (Title 18, United States Code, Section 1717).
146. Libelous Matter on Wrappers or Envelopes. Prohibits the mailing of certain types of material that are visible on the outside (Title 18, United States Code, Section 1718).
147. Franking Privilege. Prohibits the unauthorized use of official envelopes (Title 18, United States Code, Section 1719).
148. Canceled Stamps and Envelopes. Prohibits reuse of used postage or selling of same to be used again (Title 18, United States Code, Section 1720).
149. Sale or Pledge of Stamps. Prohibits misuse of postage stamps (Title 18, United States Code, Section 1721).
150. False Evidence to Secure Second-Class Rate. Prohibits the giving of false information to secure second-class rate (Title 18, United States Code, Section 1722).
151. Avoidance of Postage by Using Lower Class Matter. Prohibits avoidance of postage by securing improper lower class rate (Title 18, United States Code, Section 1723).
152. Postage on Mail Delivered by Foreign Vessels. Concerns transportation of mail outside of U.S. at the compensation fixed under authority of law (Title 18, United States Code, Section 1724).
153. Postage Unpaid on Deposited Mail Matter. Prohibits use of mail boxes for matter on which postage has not been paid (Title 18, United States Code, Section 1725).
154. Postage Collected Unlawfully. Prohibits collection of postage at a greater rate than authorized by law (Title 18, United States Code, Section 1726).
155. Weight of Mail Increased Fraudulently. Prohibits fraudulent weighting to increase compensation of carrier (Title 18, United States Code, Section 1728).
156. Post Office Conducted Without Authority. Prohibits conducting a business as a Post Office without proper authority (Title 18, United States Code, Section 1729).
157. Uniforms of Carriers. Prohibits unauthorized wearing of mail carrier uniforms (Title 18, United States Code, Section 1730).
158. Vehicles Falsely Labeled as Carriers. Prohibits unauthorized marking of vehicle as mail carrier (Title 18, United States Code, Section 1731).
159. Approval of Bond or Sureties by Postmaster. Concerns requirements for proper bond approval (Title 18, United States Code, Section 1732).
160. Mailing Periodical Publications Without Prepayment of Postage. Prohibits mailing publications without previous payment of postage (Title 18, United States Code, Section 1733).
161. Editorials and Other Matter as Advertisements. Prohibits improper use of second-class mail (Title 18, United States Code, Section 1734).
162. Sexually Oriented Advertisements. Prohibits mailing any material in violation of 39 U.S.C. 3010 or in violation of any regulations of the Board of Governors (Title 18, United States Code, Section 1735).
163. Restrictive Use of Information. Concerns use of information gathered under 39 U.S.C. 3010 (Title 18, United States Code, Section 1736).
164. Manufacturer of Sexually Related Mail Matter. Prohibits manufacture or reproduction of material in violation of 39 U.S.C. 3008 or 3010 (Title 18, United States Code, Section 1737).
165. Mailing Private Identification Documents Without a Disclaimer. Prohibits the mailing of identification documents that do not state "not a government document" as prescribed by law (Title 18, United States Code, Section 1739).
166. Transportation or Importation. Concerns transport in interstate commerce of goods manufactured by convicts or prisoners (Title 18, United States Code, Section 1761).
167. Marking Packages. Concerns marking of packages described in Section 1761 (Title 18, United States Code, Section 1762).
168. Transportation of Dentures. Concerns transport of artificial teeth made by individual other than licensed dentist (Title 18, United States Code, Section 1821).
169. Disloyalty and Asserting the Right to Strike Against the Government. Concerns violation of Section 7311 of Title 5 (Title 18, United States Code, Section 1918).
170. False Statement to Obtain Unemployment Compensation. Self-explanatory (Title 18, United States Code, Section 1919).
171. False Statement to Obtain Federal Employee's Compensation. Self-explanatory (Title 18, United States Code, Section 1920).
172. Receiving Federal Employees' Compensation After Marriage. Self-explanatory (Title 18, United States Code, Section 1921).
173. False or Withheld Report Concerning Federal Employees' Compensation. Self-explanatory (Title 18, United States Code, Section 1922).
174. Fraudulent Receipt of Payments of Missing Persons. Self-explanatory (Title 18, United States Code, Section 1923).
175. Interstate and Foreign Travel or Transportation in Aid of Racketeering Enterprises. (Title 18, United States Code, Section 1952.)
176. Interstate Transportation of Wagering Paraphernalia. (Title 18, United States Code, Section 1953.)
177. Laundering of Monetary Instruments. (Title 18, United States Code, Section 1956.)
178. Engaging in Monetary Transactions in Property Derived from Specified Unlawful Activity. (Title 18, United States Code, Section 1957.)
179. Racketeer Influenced and Corrupt Organizations. Makes it illegal to invest in a legitimate enterprise with funds gained through an illegal venture (Title 18, United States Code, Sections 1961-1963).
180. False Entries and Report of Moneys or Securities. Prohibits federal employee charged with record/account keeping from making false entry (Title 18, United States Code, Section 2073).
181. Personal Property of United States. Concerns robbery of personal property belonging to the United States (Title 18, United States Code, Section 2112).
182. Mail, Money or Other Property of United States. Concerns assault of person having lawful charge of mail with intent to rob (Title 18, United States Code, Section 2114).
183. Post Office. Concerns forcible entry into Post Office with intent to commit larceny or other depredation (Title 18, United States Code, Section 2115).
184. Railway or Steamboat Post Office. Prohibits entry by violence (Title 18, United States Code, Section 2116).
185. Robberies and Burglaries Involving Controlled Substances. Self-explanatory (Title 18, United States Code, Section 2118).
186. Assault or Resistance. Concerning assault on or resistance to individuals authorized to serve search warrants (Title 18, United States Code, Section 2231).
187. Additional Statutes Dealing with the Destruction or Rescue of Seized Property, Searches That Exceed the Authority of the Warrant, Malicious Procuring of Search Warrants, and Searches Without Warrant. Self-explanatory (Title 18, United States Code, Section 2232-2236).
188. Sexual Exploitation of Children. Self-explanatory (Title 18, United States Code, Section 2251).
189. Selling or Buying of Children. Self-explanatory (Title 18, United States Code, Section 2251A).
190. Certain Activities Relating to Material Involving the Sexual Exploitation of Minors. Concerns mailing any visual depiction of a minor engaging in sexually explicit conduct (Title 18, United States Code, Section 2252).
191. Criminal Forfeiture. Provides for forfeiture of proceeds and property from persons convicted of violations of Section 2251 or 2252 (Title 18, United States Code, Section 2253).
192. Civil Forfeiture. Provides for the forfeiture of property used in producing, reproducing, transporting, shipping or receiving any visual depiction in violation of chapter 110 (Title 18, United States Code, Section 2254).
193. Recordkeeping Requirements. (Title 18, United States Code, Section 2257.)
194. Transportation of Stolen Goods, Securities, Moneys, Fraudulent State Tax Stamps or Articles Used in Counterfeiting. (Title 18, United States Code, Section 2314.)
195. Sales or Receipt of Stolen Goods, Securities, Moneys, or Fraudulent State Tax Stamps. (Title 18, United States Code, Section 2315.)
196. Trafficking in Counterfeit Labels for Photorecords, and Copies of Motion Pictures or Other Audiovisual Works. Applies to subject trafficking while using the mails (Title 18, United States Code, Section 2318).
197. Criminal Infringement of a Copyright. Self-explanatory (Title 18, United States Code, Section 2319).
198. Trafficking in Counterfeit Goods or Services. Applies to subject trafficking while using the mails (Title 18, United States Code, Section 2320).
199. Trafficking in Certain Motor Vehicles or Motor Vehicle Parts. Self-explanatory (Title 18, United States Code, Section 2320).
200. Wire Interception and Interception of Oral Communications. Applies to electronic surveillance statutes (Title 18, United States Code, Sections 2510-2520).
201. Powers of Postal Personnel. Covers powers of postal personnel to serve warrants and subpoenas and make arrests (Title 18, United States Code, Section 3061).
202. Statutes Concerning the Procedures for Searches and Seizures. Self-explanatory (Title 18, United States Code, Sections 3101-3116).
203. Protection of Witnesses. Self-explanatory (Title 18, United States Code, Sections 3521-3528).
204. False Claims. Concerns civil penalty when false claims are made (Title 31, United States Code, Section 3729).
205. Civil Actions for False Claims. The Attorney General may bring a civil action under this section (Title 31, United States Code, Section 3730).
206. Reports on Domestic Coins and Covering Transactions. (Title 31, United States Code, Section 5313.)
207. Structuring Transactions to Evade Reporting Requirement Prohibited. (Title 31, United States Code, Section 5324.)
208. State Terminal Inspection; Transmission of Mailed Packages for State Inspection; Nonmailable Matter; Punishment for Violations; Rules and Regulations by Postmaster General. Concerns mailed agricultural products (Title 7, United States Code, Section 166).
209. Fraudulent Use of Credit Cards. Self-explanatory (Title 15, United States Code, Section 1644).
210. Various Statutes Dealing with the Protection of Federal Property, Including Postal Service Property, and with the Posting of Regulations and the Creation of Special Policemen. Self-explanatory (Title 40, United States Code, Sections 318, 318a, 318b, 318c, 318d).
211. Transportation of Mail. Concerns transportation of mail by aircraft, including free travel for postal employees charged with the mail (Title 49, United States Code, Section 1375).
212. Anabolic Steroids. (Title 21, United States Code, Section 333(e).)
213. Prohibited Acts A. Makes it unlawful to manufacture, distribute, or dispense, with intent to distribute or dispense, a controlled substance (Title 21, United States Code, Section 841).
214. Prohibited Acts C. Applies to unlawful acts involving controlled substances (Title 21, United States Code, Section 843(b)).
215. Penalty for Simple Possession (Title 21, United States Code, Section 844).
216. Attempt and Conspiracy (Title 21, United States Code, Section 846).
217. Drug Paraphernalia. Makes use of Postal Service for sale of drug unlawful. Self-explanatory (Title 21, United States Code, Section 863).
218. Forfeitures. (Title 21, United States Code, Section 881.)
219. Importation of Controlled Substances. Self-explanatory (Title 21, United States Code, Section 952).
220. Exportation of Controlled Substances. Self-explanatory (Title 21, United States Code, Section 953).
39 U.S.C. 404, 18 U.S.C. 3061, and 5 U.S.C., App. 3.
To provide information related to investigation of criminal, civil, or administrative matters, including employee and contractor background investigations.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. When conducting any official investigation or during a trial or hearing or the preparation of a trial or hearing, a record may be disseminated to an agency, organization, or individual when reasonably necessary to elicit information relating to the investigation, trial, or hearing or to obtain the cooperation of a witness or informant.
2. A record relating to a case or matter may be disseminated to a federal, state, or local administrative or regulatory proceeding or hearing in accordance with the procedures governing such proceeding or hearing.
3. A record relating to a case or matter may be disseminated in an appropriate federal, state, local, or foreign court or grand jury proceeding in accordance with established constitutional, substantive, or procedural law or practice.
4. A record relating to a case or matter may be disseminated to an actual or potential party or his or her attorney for the purpose of negotiation or discussion on such matters as settlement of the case or matter, plea bargaining, or informal discovery proceedings.
5. A record relating to a case or matter that has been referred by an agency for investigation, prosecution, or enforcement or that involves a case or matter within the jurisdiction of an agency may be disseminated to such agency to notify the agency of the status of the case or matter or of any decision or determination that has been made, or to make such other inquiries and reports as are necessary during the processing of the case or matter.
6. A record relating to a person held in custody pending or during arraignment, trial, sentence, or extradition proceedings or after conviction may be disseminated to a federal, state, local, or foreign prison, probation, parole, or pardon authority or to any other agency or individual involved with the maintenance, transportation, or release of such a person.
7. A record relating to a case or matter may be disseminated to a foreign country under an international treaty or convention entered into and ratified by the United States or to an executive agreement.
8. A record may be disseminated to a federal, state, local, foreign, or international law enforcement agency to assist in the general crime prevention and detection efforts of the recipient agency or to provide investigative leads to such agency.
9. A record from this system may be disclosed to the public, news media, trade associations, or organized groups to provide information of interest to the public about the activities and the accomplishments of the Postal Service or its employees.
10. A record may be disseminated to a foreign country, through the United States Department of State or directly to the representative of such country, to the extent necessary to assist such country in apprehending or returning a fugitive to a jurisdiction that seeks that individual's return.
11. To provide members of the American Insurance Association Index System with certain information relating to accidents and injuries and/or other types of investigations.
12. A record from this system may be disclosed on an electronic bulletin board to organizations or individuals in the public or private sectors that share in the bulletin board, provided that the disclosure is approved by the Chief Postal Inspector, or delegate, because it is deemed necessary: (a) To elicit information or cooperation from these organizations or individuals for use by the Postal Inspection Service in the performance of an authorized activity; or (b) to alert those organizations or individuals of possible criminal activity that could affect them for which the Postal Inspection Service has authority to investigate and about which it has obtained credible information.
Storage
Case records are stored in paper folders. Abbreviated, summary, and identifying information pertaining to cases and criminal intelligence information are stored on computer storage media.
Retrievability
Name and fingerprint image of the individual.
Safeguards
Investigative records are maintained in locked file cabinets, safes, or secured areas under the scrutiny of Inspection Service personnel who have been subjected to security clearance procedures. Access is further restricted by computer passwords when stored in electronic format. Automated records can only be accessed through authorized terminals by authorized users. Computer software has been designed to protect data by controlling access, logging actions, and reporting exceptions and violations.
Retention and Disposal
a. Records are maintained 1 to 15 years, depending on type. Exceptions may be granted for longer retention in specific instances. Paper records are destroyed by burning, pulping, or shredding. Computer tape/disk records are erased or destroyed.
b. Duplicate copies of investigative memorandums maintained by postal officials other than the Inspection Service are retained in accordance with official rather than Inspection Service disposition schedules.
System Manager(s) and Address:
CHIEF POSTAL INSPECTOR
INSPECTION SERVICE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-2100
Individuals wanting to know whether information about them is in this system of records or if they were the subject of an investigation must furnish the system manager sufficient identifying information to distinguish them from other individuals of like name; identifying data will contain date of birth, name, address, type of investigation, dates, places, and the individual's involvement.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Personal interviews, written inquiries, and other records about individuals involved with an investigation, whether subjects, applicants, witnesses, references, or custodians of record information.
The Postal Service has established regulations at 39 CFR 266.9 that exempt information contained in this system of records from various provisions of the Privacy Act depending on the purpose for which the information was gathered and for which it will be used. Compliance with the disclosure (552a U.S.C. (d)) and other subsections of the Act are not compatible with investigative practice and would substantially compromise the efficacy and integrity of Postal Inspection Service operations. The purposes for which records are kept within this system and the exemptions applicable to those records are as follows:
a. Criminal law enforcement - Under 5 U.S.C. 552a(j)(2), information compiled for this purpose is exempt from all the provisions of the Act except the following sections: (b), (c)(1) and (2), (e)(4)(A) through (F), (e)(6), (7), (9), (10), (11), and (i).
b. Noncriminal investigatory - material compiled for law enforcement purposes (and not exempted by 5 U.S.C. 552a(j)(2)) is exempted from the following provisions of the Act: (c)(3), (d), (e)(4)(G), (H) and (I), and (f).
c. Background investigations - material compiled solely for the purpose of a background security investigation is exempted by 5 U.S.C. 552a(k)(5) from the following provisions of the Act: (c)(3), (d), (e)(4)(G), (H) and (I), and (f).
Chief Postal Inspector, Postal Service Headquarters; Field Operation Support Groups and Divisional Offices.
Individuals on whom a mail cover has been duly authorized to obtain information in the interest of (1) protecting the national security; (2) locating a fugitive; and (3) obtaining evidence of the commission or attempted commission of a crime that is punishable by imprisonment for a term exceeding 1 year.
Names and addresses of individuals, interoffice memoranda, and correspondence with other agencies.
39 U.S.C. 401, 404.
To investigate the commission of or attempted commission of acts constituting a crime that is punishable by law.
General routine use statements a, b, c, d, e, f, g, h, and j listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Information from this system of records may be disclosed to an appropriate law enforcement agency, whether federal, state, or local, charged by law with the responsibility for investigating, prosecuting, or otherwise acting with respect to protecting the national security, locating a fugitive, or obtaining evidence of commission or attempted commission of a crime.
2. A record relating to a case or matter may be disseminated in an appropriate federal, state, local, or foreign court or grand jury proceeding under established constitutional, substantive, or procedural law or practice.
3. A record relating to a case or matter may be disseminated to an actual or potential party or his or her attorney for the purpose of negotiation or discussion on such matters as settlement of the case or matter, plea bargaining, or informal discovery proceedings.
Storage
Original typed documents and/or duplicate copies and computer storage media.
Retrievability
Subject's name, filed alphabetically by fiscal year.
Safeguards
Mail cover data are stored in locked file cabinets, safes, or secured areas under the security of Inspection Service personnel who have been subjected to security clearance procedures, and, when stored in electronic format, access is further restricted by computer password or keylock. Classified mail cover material and any mail cover data that involve national security are stored in a safe or in metal file cabinets equipped with either steel lockbar hasp and staple or locking device and an approved three or more number combination dial-type padlock from which the manufacturer's identification numbers have been removed. Computer terminals with nonremovable tape/disk files are in a secured area, and access is further restricted by computer password and keylock.
Retention and Disposal
a. Corresponding Files - Destroy 5 years after mail cover terminates.
b. Investigations (C) - Transfer to FRC when 2 years old; destroy when 5 years old.
c. Index and Record Slips - Destroy 15 years after close of case.
System Manager(s) and Address:
CHIEF POSTAL INSPECTOR
INSPECTION SERVICE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-2100
Persons wishing to know whether information about them is maintained in this system of records should address inquiries to the system manager. Inquiries should contain full name and current address, together with previous addresses for past 5 years, when applicable.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Correspondence from requesting authority and record of action taken on that request.
References 39 CFR 266.9 for details.
Purchasing, Engineering, and Inspection Service, Postal Service Headquarters; and those postal field facilities where security officers have the authority to issue violation notices.
Persons who have been issued courtesy violation notices or violation notices by Postal Police Officers
Individual violator's name, state operator permit, state operator permit number, violation cited, date of citation, citation number issued, state automobile license tag number, and dates of court appearances.
39 U.S.C. 401(2) and 40 U.S.C. 318, annually made applicable to the Postal Service by general provisions of the Treasury, Postal Service, and General Government Appropriations Act.
To provide Postal Service management with information necessary for appropriate administrative remedial action.
General routine use statements a, b, c, d, e, f, g, h, j, k, and l listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
To provide information to local, state, and federal enforcement prosecutive and judicial officials.
Storage
Original, typed, printed, or handwritten form and on computer storage media.
Retrievability
Alphabetically, by name of violator and by automobile license tag number.
Safeguards
Records kept in limited-access Security Force Control Centers manned 24 hours and at Postal Service Headquarters, in locked filing cabinets under scrutiny of authorized personnel. Computer terminals and tape/disk files are in a secured area.
Retention and Disposal
Records are kept for 2 years and then destroyed. Some records may be retained longer when required for law enforcement investigations or court proceedings. Automated printouts are destroyed when generating updated printouts.
System Manager(s) and Address:
CHIEF POSTAL INSPECTOR
INSPECTION SERVICE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-2100
Individuals wanting to know whether information about them is maintained in this system of records must furnish name and residence address as follows:
a. For National Headquarters:
INSPECTOR-IN-CHARGE
WASHINGTON DIVISION
PO BOX 96096
WASHINGTON DC 20066-6096
b. For the Field: Inspector-in-Charge, USPS appropriate field division.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Individual violators, Postal Police Officers, personnel observation, state motor vehicle registration bureau, Postal Service Personnel Department, supervisory personnel of tenant firms, Postal Service Parking Control Officer, prosecutive and judicial officials; motor vehicle operators' permits, violator's personal identification cards, personnel locator listing and parking applications.
Facilities, Headquarters, and various field installations.
Postal Service employees, students/conferees, building tenants, individuals who are members of carpools with Postal Service employees and other individuals who use postal parking facilities.
Applications, registration forms, letters of violations, letters of suspensions and payment data. Information in these records contain name, space number, principal and other drivers' license numbers, and home addresses.
39 U.S.C. 401.
Provide parking and carpooling services to employees and others who use postal parking facilities.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
Disclosure may also be made to provide any employee of Postal Service Headquarters who desires to join or establish a carpool with a listing of employees who live in his or her ZIP Code area.
Storage
Preprinted forms and magnetic tape/disk.
Retrievability
Name and ZIP Code, space or license number.
Safeguards
Folders with paper documents are kept in locked file cabinets to which only authorized personnel have access. Computer equipment is in a secured area, and magnetic tape/disk files are kept in locked steel cabinets. Access to automated records is further restricted by passwords.
Retention and Disposal
a. Application Case Files - Screen file annually, and dispose of records that are 6 years old.
b. Machine-readable files - Immediately remove all information when employee/trainee surrenders space.
c. Accounting Reports - Destroy after audit or when 3 years old, whichever is sooner.
d. Other miscellaneous reports - Destroy when no longer needed for reference or when 1 year old, whichever is sooner.
e. Violations kept in application case files - Destroy violation notice when 1 year old.
f. Medical files kept by medical officer to support handicapped parking space - Destroy 1 year from date of termination of assignment. At the end of retention period, paper records are destroyed by shredding or burning, and tape/disk records are erased.
System Manager(s) and Address:
VICE PRESIDENT
FACILITIES
UNITED STATES POSTAL SERVICE
4301 WILSON BLVD STE 300
ARLINGTON VA 22203-1861
Employees wanting to know whether information about them is maintained in this system of records must address inquiries to the system manager where carpool/parking services are provided to him or her.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Carpool and parking service applicants/users.
Field facilities as designated by the facility head.
Facility employees.
Employee name, various information associated with work location, home address, emergency contact point, and other information as locally required.
39 U.S.C. 1001.
Provides readily available information on employees for various routine administrative purposes such as work location identification, emergency locating, and home mailings.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Paper records and computer disk.
Retrievability
Employee name, organization, pay location, finance number, others as locally required.
Safeguards
Paper records kept in locked files; computerized disk files password protected.
Retention and Disposal
Records about individual employees will be destroyed within 6 months of employment termination at that facility. Lists generated from computerized systems will be destroyed with the generation of a subsequent more current list.
System Manager(s) and Address:
Facility head.
Inquiries must contain employee's name and be addressed to the System Manager.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Individuals of record.
All Postal Service components.
Employees and contractors who have access to Postal Service buildings and facilities and/or who are assigned accountable property. Database also contains the following categories:
• Building tenants.
• Advisory Committee Members (MTAC).
• Board of Governors.
• Union officials.
Information needed to issue building access badges to employees and contractors. This information includes name, Social Security number, date of birth, home address, emergency contact name and telephone number, image (photograph); organization/office of assignment; employee's title and work number, supervisor's title and work number, and security badge issue information such as access level. The system also contains information controlling the issuance of accountable Postal Service property, such as equipment and controlled documents. That information includes name, Social Security number, equipment description, equipment serial numbers, and issuance date.
39 U.S.C. 401.
To ensure employee and building safety and security by controlling access to Postal Service buildings and facilities and to protect Postal Service accountable property and equipment by controlling issuance.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Printed forms and computer storage media.
Retrievability
Name or Social Security number of recipient of accountable property and types of equipment.
Safeguards
Hard copy records and computers containing information within this system of records are located in buildings and/or areas with controlled access. Information within computer systems is protected by computer security technology including the use of logon IDs and passwords. Access to automated and hard copy records is given on an official need-to-know basis.
Retention and Disposal
Issuance documents are returned to the individual when accountability is terminated. Automated printouts are destroyed when generating updated printouts.
System Manager(s) and Address:
CHIEF POSTAL INSPECTOR
INSPECTION SERVICE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-2100
VICE PRESIDENT
FACILITIES
UNITED STATES POSTAL SERVICE
4301 WILSON BLVD STE 300
ARLINGTON VA 22203-1861
Employees wanting to know whether information about them is maintained in the system must address inquiries to the custodian in the facility where assignment was made. Headquarters employees must submit request to the system manager.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is obtained from the individual to whom the record pertains.
Office of Patent Counsel, Corporate Law Section, Law Department, Postal Service Headquarters.
Possible infringers of Postal Service copyrights and trademarks, inventors of proposed devices in which the Postal Service may have an interest.
Reports from Inspection Service, other postal employees, or other sources reporting possible infringers, including advertisements, photographs, magazine clippings, or other documents, and any correspondence or records of telephone conversations between the Postal Service and the possible infringer; patent applications and related documents, including descriptions of inventions, drawings, specifications, and letters of patent issued by the U.S. Patent Office or notices of abandonment; litigation records related to the defense or enforcement of Postal Service rights in intellectual property or patents.
39 U.S.C. 401(5).
To protect Postal Service intellectual properties and patents by ensuring timely action against possible infringers and to support potential litigation.
General routine use statements a, b, c, d, e, f, g, h, j, k, and l listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. A record may be transferred, and information from it disclosed, to any officer, employee, former officer or employee, consultant, contractor, or subcontractor, when necessary to enable counsel to afford proper representation to the Postal Service.
2. A record may be transferred and information from it disclosed to any federal agency as may be appropriate for coordinated defense or prosecution of related litigation or the resolution of related claims or issues without litigation.
3. A record may be disclosed in a federal, state, local, or foreign judicial or administrative proceeding under the procedures and practices governing such proceeding.
4. A record may be transferred and information from it disclosed to the Patent and Trademark Office, Department of Commerce, when relevant in any proceeding involving the registration of Postal Service trademarks or issuance of patents.
5. A record may be transferred and information from it disclosed to the Copyright Office, Library of Congress, when relevant in any proceeding involving the registration of Postal Service copyrights.
6. Information in litigation records is public to the extent that the documents have been filed in a court or public administrative proceeding, unless the court or other adjudicative body has ordered otherwise. Such public information, including information about the nature, statute, and disposition of the proceeding, may be disclosed to any individual, unless it is deemed that release of specific information in a particular case would be an unwarranted invasion of personal privacy.
7. When considered appropriate, records in this system may be referred to a bar association or similar federal, state, or local licensing or regulatory authority for possible disciplinary action.
Storage
Stored in secure file cabinets in original, typed, printed, or handwritten form. Index cards, kept in a card file, are filed by Postal Service copyright and trademark and subfiled under the name of each possible infringer of that particular copyright or trademark. Some correspondence is also stored on magnetic tape or disk in automated office equipment.
Retrievability
Name of possible infringer and Postal Service copyright or trademark; patent application files are retrieved by name of inventor.
Safeguards
Secure file cabinets under the scrutiny of Postal Service attorneys. Access to computer data is restricted to personnel having an official need for access.
Retention and Disposal
Records are retained for 50 years after closing case and then destroyed by shredding or burning.
System Manager(s) and Address:
SENIOR VICE PRESIDENT AND GENERAL COUNSEL
LAW DEPARTMENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1100
An individual wanting to determine whether this system of records has information about him or her must write to the system manager and provide his or her full name and, if known, the pertinent Postal Service copyright, trademark, or patent.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Note: Review of requests seeking amendment of records that have been the subject of a judicial or quasi-judicial administrative action will be limited. The amendment provisions of the Act are not intended to permit the alteration of evidence presented during an adjudication, nor are they intended to provide a means for collaterally attacking the finality of a judicial or administrative decision. Review of requests for amendment of adjudicative records will be restricted to determining whether the records accurately reflect the action of the judicial or administrative body ruling on the case, and will not include a review of the merits of the action, determination, or finding.
Information is provided by the Postal Inspection Service, postal employees, and customers.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemptions from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from these other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Health Units at Postal Service Facilities; District Chapters of the American Red Cross.
Postal Service employees who volunteer to join the Postal Service Blood Donor Program.
Name, work location, blood type, and date of each donation.
39 U.S.C. 401.
To provide the Postal Service Blood Donation Program with a record of each donor's blood type and dates of donation.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Disclosure may be made to the American Red Cross in response to an inquiry for available donors having a particular blood type.
Storage
Preprinted forms.
Retrievability
Employee's name.
Safeguards
Closed file cabinets in secured facilities.
Retention and Disposal
These records are retained for a period of 5 years after termination of employment and then destroyed by shredding.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Employees wanting to know whether information about them is maintained in this system of records must address inquiries to the head of the facility where employed. Headquarters employees must submit requests to the system manager. Inquiries must include full name.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is obtained from the individual.
Safety offices in any Postal Service facility.
All employees that experience an on-the-job accident or an occupational injury or illness.
Name, Social Security number, address, sex, age, and accident/injury circumstances and factors, statements of witnesses, investigation worksheet, summary of claims, and related logs, forms, and correspondence.
Pub. L. 91-596, Executive Order 12196, and 29 CFR Part 1960.
a. To assist postal managers in meeting the requirement to develop and maintain an effective program of collection, compilation, and analysis of occupational safety and health statistics.
b. To provide for the uniform collection and compilation of occupational safety and health data, for proper evaluation, and necessary corrective action.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. To furnish the U.S. Department of Labor with serious accident reports, information to reconcile claims filed with the Office of Worker's Compensation, and quarterly and annual summaries of occupational injuries and illnesses and to make information available to the Secretary of Labor on his or her request.
2. Disclosure may be made to a court, claimant, party in litigation, or counsel for a claimant or party, when necessary to mitigate settlement or attempts at settlement of claims involving the accident.
3. May be disclosed to compliance safety and health officers - industrial hygienists from the Occupational Safety and Health Administration, or to industrial hygienists from the National Institute for Occupational Safety and Health - when conducting announced or unannounced inspections or investigations of postal facilities.
4. Disclosure may be made to the American Insurance Association Index System and its members, when necessary to obtain information from the System that may be relevant to a reported postal job-related accident, injury, or illness. Disclosure will be limited to the name, occupation, home address, date and place of accident, nature of injury, and type of claim, if applicable.
Storage
Index cards, magnetic tape/disk, microfilm, preprinted forms, logs, and computer reports.
Retrievability
Employee name and Social Security number.
Safeguards
Kept in closed file cabinets within secured facilities and are also protected by computer password and tape or disk library physical security.
Retention and Disposal
Records are maintained locally for 5 years. Copies are maintained at Headquarters for 5 years following the end of the calendar year to which they relate as required by OSHA.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Employees wanting to know whether information about them is maintained in this system of records must address inquiries to the head of the facility where employed. Headquarters employees must submit requests to the system manager. Inquiries must contain full name, address, finance number, and Social Security number.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Postal Service Accident Reports and OWCP claim forms.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemptions from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from these other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
All postal facilities.
Records are maintained on nonbargaining employees in the Executive and Administrative (EA) Schedule, Executive and Administrative Postmaster (EPM) Schedule, and Postal Career Executive Service (PCES) Level I, who have completed 6 months of continuous service in the U.S. Postal Service or a minimum of 12 months of combined service, without break of a workday, in positions in the same line of work in the Civil Service and the U.S. Postal Service, unless any part of such service was under a temporary appointment in the competitive service with a definite time limitation.
Notice to employee of proposed action, reply to notice, summary of oral reply, employee notice of grievance, employee notice of appeal, records of hearing proceedings, appeal decisions from installation head, area office or Headquarters, notice of action, investigative reports and related records.
39 U.S.C. 1001; Subchapter 650 of the Employee and Labor Relations Manual.
Provides a grievance and appeal procedure for an employee not subject to the provisions of a collective bargaining agreement who alleges that his or her rights regarding compensation, benefits, or other terms and conditions of employment have been adversely affected.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. To respond to a court subpoena or refer to a court in a civil suit.
2. To adjudicate an appeal, complaint, or grievance.
3. Records from the employee file will be disclosed to the Merit Systems Protection Board (MSPB) and the Equal Employment Opportunity Commission (EEOC) for action on appeals before the MSPB and complaints of discrimination before the EEOC.
Storage
Information in this system is maintained on paper in the form of letters, forms, notices, and transcripts of hearings. In some instances, records of hearing proceedings are on magnetic tape.
Retrievability
Employee name.
Safeguards
Records are kept in locked filing cabinets or secured record storage rooms and are available only to authorized officials.
Retention and Disposal
Appeal records are kept for 7 years after close of file. All other records are kept 1 year after close of file.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Field employees must submit a written request to the head of the field installation where the action was initiated. Headquarters employees must submit a written request to the System Manager. They may also request permission to listen to or record tape recordings of hearings. This must be done in the presence of a postal official. They must identify themselves to the satisfaction of the official authorized to approve request.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Employees initiating actions, employee's supervisors, management, complaining customer, law enforcement agencies, and others.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemptions from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from these other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Most departments, facilities, and certain contractor sites of the Postal Service.
Employees who have made a "Bid for Preferred Assignment" with the Postal Service.
Employee name, Social Security number, seniority and grade levels, craft, and knowledge of schemes; vacant position characteristics.
39 U.S.C. 1001, 1206.
To provide personnel offices with fair and impartial information to match vacant position to the most qualified candidate.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
To provide information for official bulletin boards and release to various employee organizations.
Storage
Records are stored on magnetic tape, punched cards, preprinted forms, and computer-printed reports.
Retrievability
The system is indexed by employee name and Social Security number.
Safeguards
Computer center access control and limitation within offices to those employees maintaining the system.
Retention and Disposal
Computer records are kept 2 years, then automatically deleted. Paper records are kept 6 months after a vacancy is filled, then destroyed. Some records are retained until employee separates. (Where records become part of a grievance case file, dispose of with the case file.)
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
The employee must state the position of bid and identify himself or herself with name, Social Security number, closing date of the bid notice, and forward this information to the head of the facility where employed. Headquarters employees must submit requests to the system manager.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Employee personnel data, scheme knowledge, qualifications of the job and of the candidate, and successful bidders notices from vacant duty assignment postings.
Postal Service Headquarters, area offices, and Information Systems Service Centers.
Postal Service employees.
Name of employee, employee number, employment location, idea number, idea proposal and decision. If adopted, award authorization and recognition granted.
Chapter 45 of Title 5, U.S.C.
To provide a source of data on the effectiveness of the Employee Ideas program that is summarized in an Annual Report.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Disclosure may also be made to the news media from the record of an individual regarding his or her receipt of an employee award when the information is of news interest and consistent with the public right to know.
Storage
Printed forms and magnetic tape.
Retrievability
Employee name, area where employed, pay location, and district.
Safeguards
This information is maintained in file cabinets in secured facilities. Automated records are restricted to personnel having an official need for access.
Retention and Disposal
a. Adopted Ideas:
(1) Record copies - Destroy when 4 years old.
(2) All other copies - Destroy 2 years from date of adoption or approval.
b. Ideas not adopted - Destroy 2 years from date of disapproval. Records are destroyed by shredding and automatic deletion from computer tapes.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Employees wishing to know whether information about them is maintained in this system of records should contact the head of the facility where employed. Also, employees whose ideas have been adopted nationwide should submit requests to the system manager. Headquarters employees should submit all requests to the system manager.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is obtained from the individual submitting the idea proposal.
Records pertaining to employees in each organizational component of the Postal Service are maintained in the field by managing field counsel and at Headquarters by the vice president having jurisdiction for that component.
Note: The records in this system are part of a government-wide system, OGE/GOVT-2, that is managed by the U.S. Office of Government Ethics. See 55 Fed. Reg. 6330 (1990).
Postal Service Governors, employees, and special employees (except employees who are required to file public financial disclosure reports) as determined by the criteria in Executive Orders 12674 and 12731 and implemented by regulations of the U.S. Office of Government Ethics, 5 CFR 2634.904.
Standard Form 450, Executive Branch Personnel Confidential Financial Disclosure Report (superseding PS Forms 2417 and 2418) and supplemental statements, containing employee name, title, date of appointment to present position; list of assets and sources of income other than the United States Government, liabilities, outside positions, relations with other employers, and gifts and reimbursements. Opinions of counsel. Other information related to review of reports and conflict of interest determinations. Postal Service Governors complete Standard Form 278 in lieu of SF 450.
Section 107 of the Ethics in Government Act, 5 U.S.C. App., as amended; Executive Orders 12674 and 12731; 5 CFR 2634.
These records are maintained to meet requirements of Executive Order 12674 on the filing of confidential financial disclosure reports. Such reports are required to assure compliance with the standards of conduct for government employees contained in the Executive Order and Title 18 of the U.S. Code and to determine if a conflict of interest exists between the employment of individuals by the Postal Service and their personal employment and financial interests. To enable the director of the Office of Government Ethics to ensure that these purposes are met, records maintained by the Postal Service are to be made available to that office on request. Records may also be furnished to the Executive Office of the President and to the appropriate Congressional committee when needed in connection with the nomination and confirmation of Presidential appointees.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Records or information may be provided to the director, or his or her representative, of the Office of Government Ethics.
2. Records or information may be provided on request to the Executive Office of the President when needed in connection with the nomination of presidential appointees.
3. Records or information may be disclosed to any source when necessary to obtain information relevant to a conflict-of-interest investigation or determination.
Storage
Preprinted forms and paper folders. Information from the forms may also be stored on magnetic tape or disk in automated office equipment.
Retrievability
Records are retrieved by the individual's name within each organizational component.
Safeguards
Records are kept in secure file cabinets to which only authorized personnel have access. Access to computer data is restricted to personnel having an official need for access.
Retention and Disposal
Records are maintained for 6 years, or longer, if needed in connection with a pending investigation. Disposal is by shredding or burning.
System Manager(s) and Address:
SENIOR VICE PRESIDENT AND GENERAL COUNSEL
LAW DEPARTMENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1100
An employee wanting to inquire whether this system of records contains information about him or her or to gain access to information pertaining to him or her must direct an inquiry to the head of the facility where employed. Headquarters employees must submit requests to the system manager. Inquiries must contain full name and place of employment.
See Notification Procedure above. Individuals requesting access must also comply with Postal Service Privacy Act regulations on verification of identity and access to records (39 CFR 266.6).
See Notification Procedure above. Since the information in these records is updated by the subject individual on a periodic basis, most record corrections can be accomplished by filing supplemental statements. However, individuals may obtain information on the procedures for contesting the records under the provisions of the Privacy Act by contacting the system manager.
Information in this system of records is provided by:
a. The subject individual or by a designated individual such as a trustee, attorney, accountant, or relative.
b. Ethics officials who review the statements to make conflict of interest determinations.
c. Individuals alleging conflicts of interests and persons contacted during any investigation of the allegations.
Law Department, Postal Service Headquarters.
Note: The records in this system are part of a government-wide system, OGE/GOVT-1, that is managed by the U.S. Office of Government Ethics. See 55 Fed. Reg. 6328 (1990).
Senior-level employees as determined by the criteria in Section 201(f) of the Ethics in Government Act consisting of the following persons: postmaster general, deputy postmaster general, the ethical conduct officer, administrative law judges, each employee whose basic rate is equal to or greater than 120% of the rate of basic pay for the first step of GS 15.
Note: Records pertaining to the Governors of the Postal Service are maintained as a part of System USPS 120.060 and are not contained in this system.
Public Financial Disclosure Report (Standard Form 278, or such other forms as may be prescribed by the director, Office of Government Ethics) containing the following types of information: income from sources other than the Postal Service; interests in property, and purchases, sales and exchange of property; gifts and reimbursements; liabilities; positions held, relations with other employers. Position descriptions, opinions of counsel and other information related to review of reports and to conflict of interest determinations.
Title I of Ethics in Government Act of 1978 Pub. L. 95-521 and Ethics Reform Act of 1989, Pub. L. 101-194, as amended.
These records are maintained to meet the public financial reporting requirements imposed by the Ethics in Government Act on high-level executive personnel. The reports serve to deter conflicts of interest and to identify potential conflicts of interest by providing for a systematic disclosure and review of the financial interests of current and prospective officers and employees. To enable the director of the Office of Government Ethics to ensure that these purposes are met, records kept by the Postal Service are made available to that office on request. Records may also be furnished to the Executive Office of the President and to the appropriate congressional committee when needed in connection with the nomination and confirmation of presidential appointees.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Financial Disclosure Reports (SF 278) are available to members of the public for inspection and copying upon written request made in accordance with Section 205 of the Ethics in Government Act, Pub. L. 95-521, as amended.
2. Records or information may be provided to the Director, or his or her representative, of the Office of Government Ethics.
3. Records or information may be provided on request to the Executive Office of the President when needed in connection with the nomination of Presidential appointees.
4. Records or information may be disclosed to any source when necessary to obtain information relevant to a conflict-of-interest investigation or determination.
5. In accordance with Section 105 of the Ethics in Government Act, as amended, and subject to the limitations contained in Section 208(d)(1) of Title 18, U.S. Code, any determination granting an exemption pursuant to Section 208(b)(1) of Title 18, U.S. Code, may be disclosed to any requesting person.
Storage
Preprinted forms and paper folders. Information from the forms may also be stored on magnetic tape or disk in automated office equipment.
Retrievability
Records are retrieved by the individual's name.
Safeguards
Paper records are kept in secure file cabinets to which only authorized personnel have access. Access to computer data is restricted to those having an official need for access.
Retention and Disposal
Records are maintained for 6 years, or longer if needed in connection with a pending investigation. Disposal is by shredding or burning.
System Manager(s) and Address:
SENIOR VICE PRESIDENT AND GENERAL COUNSEL
LAW DEPARTMENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1100
An employee wanting to inquire whether this system of records contains information about him or her or to gain access to information pertaining to him or her must direct an inquiry to the system manager. Inquiries must contain full name and place of employment.
See Notification Procedure above.
See Notification Procedure above. Because the information in these records is updated by the subject individual on a periodic basis, most record corrections can be accomplished by filing subsequent reports. However, individuals can obtain information on the procedures for contesting the records under the provisions of the Privacy Act by contacting the system manager.
Information in this system of records is provided by:
a. The subject individual or by a designated individual such as a trustee, attorney, accountant, or relative.
b. Ethics officials who review the reports to make conflict of interest determinations.
c. Individuals alleging conflicts of interests and persons contacted during any investigation of the allegations.
Personnel Offices of all USPS facilities; National Personnel Records Center, St. Louis, MO; Human Resources Information Systems, Headquarters; Information Systems Service Centers; National Test Administration Center, Merrifield, VA; and selected contractor sites.
Present and former Postal Service employees; and current employees' children or former spouses and former employees' family members or former spouses who qualify and apply for Federal Employee Health Benefits coverage under Public Laws 98-615 or 100-654.
1. Contents of Official Personnel Folders. These include documents pertaining to preemployment, prior federal employment, and current service as prescribed by Postal Service directives, including but not limited to: applications, resumes, merit evaluations, promotions, salary changes and other personnel actions, letters of commendation, records of disciplinary actions (which include letters of warning; notices of removal, suspension, or reduction in grade or pay; letters of decision; and documents relating to these actions), health benefits, retirement, flexible spending account, and life insurance elections.
2. Automated employee data contained within records maintained in Official Personnel Folders (OPFs), especially from Form 50, Notification of Personnel Action. These include Social Security number, date of birth; mailing address; occupation title; OPF location; duty station; employment status; level of education; prior employment; leave, retirement, and anniversary dates; tax, retirement, salary, and military service information. Some of this information is part of USPS 050.020, Finance Records - Payroll System.
3. Reference copies of all discipline or adverse actions. These include letters of warning; notices of removal, suspension, reduction in grade or pay; letters of decisions; and documents relating to these actions. These are used only to refute inaccurate statements by witnesses before a judicial or administrative body.
Note: This system also has an automated tracking system that is used primarily to control and document disciplinary actions and to provide statistical information.
39 U.S.C. 1001, 1005; 42 U.S.C. 2000e-16. Executive Orders 11478 and 11590.
Used by administrators, managers, selection review committees, and individual employee supervisors to perform routine personnel functions.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. To disclose to prospective employers the following information about a specifically identified current or former postal employee: (a) grade, (b) duty status, (c) length of service, (d) job title, (e) salary, and (f) date and reason for separation, limited to one of the following terms: retired, resigned, or separated.
2. To provide statistical reports to Congress, agencies, and the public on characteristics of the Postal Service work force.
3. To provide data for the compilation of a local seniority list that is used by management to make decisions pertaining to appointment and assignments among craft personnel. The list is posted in local facilities where it may be reviewed by Postal Service employees.
4. To transfer to the Office of Personnel Management on retirement of an employee information necessary for processing retirement benefits.
5. Disclosure of relevant and necessary information pertaining to an employee's participation in health, life insurance, and retirement programs may be made to the Office of Personnel Management and private carriers for the provision of related benefits to the participant (also see USPS 050.020).
6. Disclosure of minority designation codes may be made to the Equal Employment Opportunity Commission for the oversight and enforcement of federal EEO regulations.
7. Disclosure of records of discipline relating to individual employees may be made to state employment security agencies at the initial determination level of the unemployment compensation claim process.
8. Information pertaining to an employee who is a retired military officer will be furnished to the appropriate service finance center as required under the provisions of the Dual Compensation Act.
9. May be disclosed to a federal or state agency, providing parent locator services or to other authorized persons as defined by Pub. L. 93-647.
10. Records in this system are subject to review by an independent certified public accountant during an official audit of Postal Service finances.
Storage
Paper files, preprinted forms, official personnel folders, and magnetic tape and other computer storage devices.
Retrievability
Employee name and location of employment and Social Security number.
Safeguards
Folders are maintained in locked cabinets to which only authorized personnel have access; automated records are protected by computer passwords and tape or disk library physical security.
Retention and Disposal
1. Official Personnel Folder (OPF) Records. Records maintained on the right side of the OPF are considered to be permanent and are maintained until the employee is separated. They are then sent to the National Personnel Records Center, St. Louis, MO, for storage or to the federal agency to which the individual transfers employment.
2. Temporary Records of Individual Employees. These records are maintained on the left side of the OPF and are destroyed when 2 years old, upon separation, or upon transfer of employee, if the temporary record is relevant only to the losing postal installation, whichever is sooner.
3. Original or copies of discipline or adverse actions. These are maintained on the left side of the OPF for up to 2 years or longer, if additional or more recent disciplinary action has been taken. After 2 years, the employee may request the disciplinary record be purged from the OPF. Records that support a Form 50, Notification of Personnel Action, that documents the separation of an employee for cause or the resignation of an employee pending charges are considered permanent records and are maintained on the right side of the OPF. These records may not be purged at the request of an employee.
4. Reference copies of discipline or adverse actions. These records are kept for historical purposes and are not to be used for decisions about the employee. The retention of these records may not exceed 10 years beyond the employee's separation date. The records are maintained longer if the employee is rehired during the 10-year period.
5. Disciplinary Tracking System Records. These are maintained until research purposes are served, not to exceed 30 years. Destruction is by electronic erasure.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
VICE PRESIDENT
LABOR RELATIONS
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4100
Current employees wishing to gain access to records within this system should submit requests to the facility head where currently employed. Requests should include their name and Social Security number. Former employees should submit requests to the facility head where last employed. Requests should include name, Social Security number, date of birth, name and address of office where last employed, and the begin and end dates of postal employment. Former Post Office Department employees having no Postal Service employment (prior to July 1971) must submit the request to the Office of Personnel Management (formerly the U.S. Civil Service Commission) at:
OFFICE OF PERSONNEL MANAGEMENT
COMPLIANCE AND INVESTIGATIONS GROUP
1900 E STREET NW
WASHINGTON DC 20415-0001
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Individual employee, personal references, former employers, and other Postal Service personnel records systems.
The Postal Service has claimed exemption from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempted records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Postal Service medical facilities and designee offices, Postal Service Corporate Health and Fitness Center (L'Enfant Plaza location only), and Postal Service personnel offices (rosters of examinees scheduled for medical assessment only).
Present and former Postal Service employees and individuals who have been offered employment but failed the medical examination before being placed on the rolls or who declined the offer and any Headquarters employees who participate in the Corporate Health and Fitness Program.
Name, address, job title, Social Security number, installation, illness, supervisor's and physician's reports (on Authorizations for Medical Attention), relevant medical history and medical assessments, including physical examinations, treatment received at the health unit, occupational injuries or illnesses, substance abuse information, findings, diagnosis and treatment, doctors' statements and recommendations, records of immunizations, and medical findings related to employee's exposure to toxic substances. In addition, Headquarters employees who participate in the Corporate Health and Fitness Program will voluntarily provide data about their lifestyle, exercise schedule, smoking habits, knowledge about personal health, personal and family medical history, nutrition, stress levels, and other data relevant to making a health risk appraisal. Records of participant employees' individualized schedules and progress may be kept.
39 U.S.C. 401, 1001.
a. To provide all employees with necessary health care and to determine fitness for duty.
b. To provide a comprehensive individualized health promotion program for Headquarters employees and to determine the employee and organizational benefits of that program.
Note: Personal information about employee participants in the Corporate Health Fitness Program at Headquarters is under the exclusive custody of the contractor operating the program and is not available to postal management. These data are maintained only for those employees who voluntarily provide it and under conditions assuring that it will not be disclosed without the written authority of the subject employee. Aggregated data may be provided to postal management for its use in determining the employee and organizational benefits of the program, but those data will have no personal identifiers affixed to it.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Information in these records may be provided to the Office of Personnel Management in making determinations related to:
(a) Veterans' preference.
(b) Disability retirement.
(c) Benefit entitlement.
2. Information in these records may be provided to officials of the following federal agencies responsible for administering benefit programs
(a) Office of Workers' Compensation Programs.
(b) Retired military pay centers.
(c) Department of Veterans Affairs.
(d) Social Security Administration.
3. Records in this system may be disclosed to an employee's private treating physician and to medical personnel retained by the Postal Service to provide medical services for an employee's health or physical condition related to employment.
4. May be disclosed to an outside medical service when that organization performs the physical examinations and submits the evaluation to the Postal Service under a contract with the Postal Service as part of an established Postal Service health program for the purpose of determining a postal employee's fitness for duty.
5. May be disclosed to the Occupational Safety and Health Administration, Department of Labor, when needed by that organization to perform its duties properly under 29 CFR Part 19.
6. May be disclosed to the National Institute of Occupational Safety and Health when needed by that organization to perform its duties properly under 29 CFR Part 19.
Storage
Preprinted forms, paper files (Official Medical Folders), and magnetic tapes or disks (candidate medical assessments); preprinted forms, paper files, and hard copy computer storage (Corporate Health and Fitness Center records) are stored in limited access areas with appropriate physical and environmental controls to ensure the confidentiality and physical integrity of the information.
Retrievability
Employee name, Social Security number, and location.
Safeguards
Printed copies of medical records are kept in locked file cabinets with controlled physical access, restricted to individuals who need to know the information in performance of their job functions. Access to computer data is restricted to authorized personnel with a need to know the information in the performance of their job functions and is protected through computer password controls and data encryption. Access to automated Corporate Health and Fitness Center records is restricted by password protection to medical screening personnel and health and fitness specialists under contract to operate the Corporate Health and Fitness Program facility at Headquarters.
Retention and Disposal
a. Employee Medical Folder (EMF) - Medical records considered permanent are maintained until the employee is separated from the Postal Service, and then the records are sent to the National Personnel Records Center for storage or to the federal agency that now employs the individual. The records are kept for 30 years from the date the employee separates from federal service. Security and privacy of the EMF is safeguarded by the processes and procedures described in Postal Service Management Instruction EL-860-98-2, Employee Medical Records. Computer data is archived from the active database to a history database after 3 years and retained in the history database indefinitely.
b. Candidate medical information of failed eligibles (and those who cleared but ultimately declined the offer) - Candidate medical information - which includes the medical history questionnaire, answer sheet containing the candidate's responses, copy of job application, job description and functional requirements, and supporting medical information acquired in the process of reaching a medical determination of ability to work - is retained in the medical office and destroyed by shredding after 2 years. Computer data are archived from the active database to a history database after 3 years and retained in the history database indefinitely.
c. Authorization for Medical Attention (Form 3956) - The form is destroyed after 2 years.
d. Corporate Health and Fitness Center records - The record is retained by the contractor operating the Health and Fitness Center until termination of the contract, at which time the record must be returned to the Postal Service.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
An employee wanting to know whether information about him or her is maintained in this system of records must address inquiries to the head of the facility where employed. Headquarters employees must submit requests to the system manager. Failed eligibles must address inquiries to the head of the facility where application for employment was made. Inquiries must contain full name.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Postal Service employees, selected eligibles, and Department of Veterans Affairs and Postal Service medical staff.
Postal Service medical facilities, designee medical offices, and program contractor's office.
Current and former postal employees who are or were required to have a commercial driver's license (CDL) and subject to the controlled substance and alcohol testing requirements of the Omnibus Transportation Employee Testing Act of 1991 (Pub. L. 102-143), as mandated by the U.S. Department of Transportation (DOT).
Employee or applicant name, Social Security number, work address, and telephone number; controlled substance and alcohol testing records and results, including date, time, and reason for each test; test results from former employers; medical personnel assessments of employees' test results, recommendations for action, and related documentation; employee or applicant statements concerning controlled substance and alcohol test results; and documentation of substance abuse professionals' (SAPs) determinations of employees' need for assistance and employees' compliance with SAPs' recommendations.
39 U.S.C. 401; Pub. L. 102-143; and 49 CFR 40 and 382, 391, 392, 395.
a. To comply with the requirements of the Omnibus Transportation Employee Testing Act of 1991 (Pub. L. 102-143) to implement a controlled substance and alcohol testing program for employees in safety-sensitive positions.
b. To provide for the uniform collection and compilation of controlled substance and alcohol test results for reporting, analysis, evaluation, and corrective action.
General routine use statements a, b, c, d, e, f, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Information in these records may be provided to the Federal Highway Administration (FHWA), when requested by the Secretary of Transportation; to any U.S. Department of Transportation agency; or to any state or local official with regulatory authority over the Postal Service or its employees (as authorized by DOT agency regulations).
2. Information in these records may be provided to the National Transportation Safety Board in conjunction with an accident investigation.
3. Information in these records may be provided to a subsequent employer upon receipt of a written request from the employee or as directed by the specific written consent of the employee to an identified individual.
4. Information in these records may be provided to the employee or to the decision maker in a lawsuit, grievance, or other proceeding initiated by or on behalf of the employee and arising from the results of a controlled substance and/or alcohol test administered under the regulations issued by DOT or from a determination that the employee engaged in conduct prohibited by Pub. L. 102-143.
Storage
Preprinted forms and paper files (including hard copy computer printouts) and computer files.
Retrievability
Employee or applicant name, Social Security number, and chain of custody form numbers.
Safeguards
Kept in locked file cabinets in secured Postal Service medical units and those of its designees.
Retention and Disposal
a. Destroy the records related to alcohol test results indicating a breath alcohol concentration of 0.02 or greater, verified positive controlled substance test results, refusals, medical review officer's evaluations, employee statements, and substance abuse professionals' evaluations and referrals when the records are 5 years old.
b. Destroy the records related to alcohol test results indicating a breath alcohol concentration of less than 0.02 and negative and canceled controlled substance test results when the records are 1 year old.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
An employee wanting to know whether information about him or her is maintained in this system of records must address inquiries to the head of the facility where the employee is employed. Inquiries must contain the employee's or applicant's full name, Social Security number, and facility where employed (or tested).
Requests for access must be made in accordance with the Notification Procedures above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Postal Service employees, Postal Service medical staff, Postal Service designee testing facilities, substance abuse professionals, and designated contractors.
All postal facilities.
Postal employees who have voluntarily filed for injury compensation.
Copies of Department of Labor forms consisting of claims and supporting information; Postal Service forms and correspondence related to the claim; automated payment and accounting records.
39 U.S.C. 1005.
To provide injury compensation to qualifying employees and to maintain a record of the events as a basis for managerial decisions.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
Information may be provided to the U.S. Department of Labor for the purpose of determining whether a claimant qualifies for compensation and to what extent qualification applies.
Storage
Printed forms and correspondence. Continuation of pay and DOL charge-back information is stored on computer media.
Note: In some cases, the Postal Service, by agreement with the Department of Labor (DOL), temporarily stores original case files. These files are DOL records to which DOL rather than Postal Service regulations apply.
Retrievability
Alphabetically by name and Social Security number.
Safeguards
Kept in locked filing cabinets within the exclusive custody of the injury compensation control point. Automated records are protected through computer password security, encryptions, and/or a computer software security system.
Retention and Disposal
Cut off file at the end of the calendar year in which employee's compensation is terminated. Destroy file 5 years from date of cutoff.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Employees wanting to know whether information about them is maintained in this system of records must address inquiries to the head of the facility where employed. Headquarters employees must submit requests to the system manager.
See Notification Procedure above.
Note: The original case file (in most instances) is maintained by OWCP and must be requested from that organization as provided for under the Department of Labor Privacy Act System DOL/EAS-13.
The contents of OWCP records may be contested only by contacting OWCP as provided for under the Department of Labor Privacy Act System DOL/EAS-13.
Information is obtained from the claimant, the supervisor, witnesses, physicians, Department of Labor, and USPS 120.035.
All postal facilities having injury compensation units, National Headquarters, and Information Systems Service Centers.
Current and former Postal Service employees who have received or are receiving injury compensation program payments.
Lists of individuals whose names appear in two systems of records, research case records, and remuneration records related to injury compensation paid to current and former employees by the Postal Service (see "Retention and Disposal" for cases in which these records are converted to investigative files).
39 U.S.C. 1001, 39 U.S.C. 1005.
This information is used to identify instances in which improper double payments have been or are being made to Postal Service employees who have filed injury-sickness compensation claims and to maintain records of this event as a basis for: detecting fraud, seeking remuneration and/or legal action, reporting the extent of double payments nationwide, and proposing corrective legislation.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Computer reports, paper records, correspondence, and research records.
Note: These files are Postal Service records to which Postal Service regulations apply.
Retrievability
Social Security number.
Safeguards
These restricted files are kept in locked file cabinets. Access to automated records is protected through a computer security system, file encryption, and/or password protection.
Retention and Disposal
a. Computer reports:
(1) All personal information on initial data collection reports and master file/tape will be destroyed (or erased) when 3 years old.
(2) Subsequent reports having affirmative identifications become part of research case records.
b. Research case records (copies of records from other systems - contains computer reports, paper reports, and correspondence):
(1) If research determines non-applicability, destroy by burning or shredding 6 months after such determination is made.
(2) If research determines applicability, research records then become (a) part of an investigative case file and fall within system USPS 080.010, Inspection Requirements Investigative File System (refer to USPS 080.010 for retention and disposal instructions), or (b) a remuneration case file that is maintained for 2 years after which it is destroyed by burning or shredding. Extra copies of research records are destroyed at the time a remuneration or investigative case file is created.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Employees or former employees wanting to know whether information about them is maintained in this system of records must address inquiries to the system manager.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is obtained from Postal Service injury compensation case files, payment records, and employment records found in Postal Service Privacy Act Systems: USPS 050.020, 120.070, and 120.098; Social Security Administration death files; and relevant federal health benefit carrier's claim/payment files.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemption from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempted records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Postal Service Corporate Personnel Operations and Inspection Service, Headquarters; Inspection Service Field Operations Support Groups; district offices; post offices; and Information Systems Service Centers.
Postal Service employees.
Name of recognized employee and pay location, related records including letter of commendation and appreciation, correspondence or memoranda pertaining to awards from other government agencies or private organizations, length of service awards, incentive awards, recommendations, nominations, and evidence of payment made.
Chapter 45 of Title 39, U.S.C.
To control and measure the effectiveness of the Awards Program under which cash awards are given to recognize and reward employees for special acts, services, or efforts in the public interest related to Postal Service employment or that improve Postal Service effectiveness.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Information is summarized and furnished annually to the Office of Personnel Management, to be contained in the OPM report on incentive awards to the president.
2. Disclosure may be made to the news media from the record of an individual regarding his or her receipt of an employee award when the information is of news interest and consistent with the public's right to know.
Storage
Magnetic tape and printed forms.
Retrievability
Employee name, area where employed, pay location, and district.
Safeguards
Physical security.
Retention and Disposal
a. Incentive Award Files - Destroy 4 years from date of approval or disapproval.
b. Length of Service Award Files - Destroy when 1 year old.
c. Non-Postal Service awards - Destroy 2 years after date of award.
d. Letter of Commendation and Appreciation (excluding copies filed in the OPF) - Destroy 2 years from date of letter.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Employees wanting to know whether information about them is maintained in this system of records must address inquiries to the head of the facility where employed. Headquarters employees must submit requests to the system manager. Inquiries must contain full name and pay location.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is obtained in summary printouts supplied to each area by Information Systems Service Centers.
USPS Facilities, District Offices, Area Offices and National Headquarters; and site of USPS contractor (all records except laboratory reports containing drug test results and related medical records, which are maintained in Postal Service medical facilities and designee offices).
Postal employees and applicants for employment.
Replies from former employers, local police records, military records, driving records, drug screening records including laboratory results, drug history records and other investigative reports used to determine suitability for employment. Other records filed with these are: Office of Personnel Management records (privacy system - OPM CENTRAL-9) compiled through a National Agency Check and Inquiry (NACI) and forwarded to the USPS for assistance in making a hiring decision.
39 U.S.C. 410(b), 1001.
To determine suitability for employment.
With the exception noted below, general routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Note: Only routine use b applies to drug screening records and laboratory results identified in the "Categories of Records in the System" section of this notice.
With the exception noted below, routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Note: Only routine use b applies to drug screening records and laboratory results identified in the "Categories of Records in the System" section of this notice.
Storage
Preprinted forms and correspondence.
Retrievability
Alphabetically by name.
Safeguards
Laboratory results of drug testing are stored in locked file cabinets under the supervision of medical personnel. Other information is stored in locked file cabinets accessible to those with an appropriate security clearance.
Retention and Disposal
a. Retain for 5 years from the date the employee is initially found suitable for employment or 5 years from the date action was taken to deny or terminate employment. Send to the appropriate Federal Records Center (FRC) for an additional 5-year retention period.
b. NACI reports are retained in the same fashion as local investigative records.
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
a. Local Investigative Records - Apply to the head of the postal facility where employed. Headquarters employees must submit requests to the system manager.
b. OPM NACI Reports - Apply to the Office of Personnel Management as instructed by privacy system OPM/CENTRAL-9.
Requests for access must be made in accordance with the notification procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is obtained primarily from local police records, state driving records, military records, former employers, and drug test laboratory.
Reference 39 CFR 266.9 for details.
Postal Service Headquarters, Washington, DC (paper records only); National Test Administration Center, Merrifield, VA, and contractor sites (paper and ADP records); and Information Systems Service Centers.
Applicants for postal employment and Postal Service employee applicants for reassignment and/or promotion; current employees whose work records or solicited responses are involved in research projects.
Records are hard copy (paper, including scannable answer sheets) or ADP (magnetic tape, disk) and may contain the following information, depending on personnel research or test validation study: applicant and research subject demographic data, including race, sex, national origin, employment status, date of birth, and geographical location; and identification data, including name, Social Security number, or respondent identification code; project identification code, batch codes, information collection dates; applicant and research subject responses to, or evaluation on, personnel assessment instruments; applicant and research data and laboratory data and analysis about performance, work suitability, physical conditions, disciplinary incidents, awards, attendance, training, or other work-related data, when used with personnel research; and job analysis data, including respondent identification and evaluation of job activities and employee qualifications.
39 U.S.C. 401, 1001.
To support research and development efforts in the construction and use of personnel assessment instruments (such as tests and performance evaluation forms); the analysis of employee behavior, characteristics, interests, attitudes, and physical condition affecting productivity; and the evaluation and improvement of personnel management practices. Data are collected when specific research projects are undertaken (such as pilot tryouts of personnel selection methods and job attitude surveys). Race and national origin data are used to evaluate any adverse impact of the selection process. Use of these race and national origin data is limited to research projects and test validation conducted by the Postal Service. No individual personnel decisions are made in the use of these research records. Many data are collected under conditions ensuring their confidentiality which will be protected. Personnel information in this system of records is used primarily by the personnel research staff of the U.S. Postal Service. Reports and analyses that result from use of this system, or use of this system in conjunction with system USPS 120.121, are based on aggregated data, with no identification of the individuals involved.
General routine use statements a, b, c, d, e, f, g, h, j, k, and l listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. To disclose information to the Equal Employment Opportunity Commission for use in determining the existence of adverse effects in the total selection process, in reviewing allegations of discrimination, or in assessing the status of compliance with federal law.
2. Disclosure of information about applicants for employment with the Postal Service may be made to the Selective Service System (SSS) under approved computer matching efforts in which either the Postal Service or SSS acts as the matching agency. Disclosure will be limited to only those data elements considered relevant to identify individuals eligible for registration under the Military Selective Service Act (50 U.S.C. App. 451 et seq.), to determine whether those individuals have complied with registration requirements, and to enforce compliance when necessary.
Storage
Paper files, magnetic tape, and disks.
Retrievability
Depending on the research project, employee name; Social Security number; batch number; or employee's date of examination, location, or respondent identification code.
Safeguards
These records are maintained in closed file cabinets in a secure facility. Access to computer data is restricted to authorized personnel.
Retention and Disposal
a. Hard copy - Paper response forms (scannable answer sheets, booklets) are destroyed on transcription to magnetic media, usually within 6 months of collection.
b. Magnetic Tape - Retention is dependent on the type of research project and is not to exceed 30 years - DO NOT TRANSFER TO A FEDERAL RECORDS CENTER.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Persons wishing to know whether this system of records contains information on them should address inquiries to the head of the examination center of the facility that administered the test; in case of research studies involving information not collected pursuant to an examination, persons should address inquiries to the manager of Employment and Placement. Inquiries should contain full name, Social Security number, date of examination or study, examination number or project name, and place of participation in the examination or study.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Records Access Procedures above.
Applicants or research subjects, or others providing evaluations or work-related data on subjects as part of a research study. Other systems from which information is accessed include records relating to: Collection and Delivery, EEO, Finance, Inquiries and Complaints, Inspection Service, Job Evaluation, Personnel, Statistical Systems and Litigation.
Reference 39 CFR 266.9 for details.
Postal Service National Test Administration Center, Merrifield, VA (paper and ADP records), and Postal Service Information Systems Service Centers.
Applicants for Postal Service examinations, including Postal Service employees.
Individual's name, Social Security number, date of birth, lead office installation number, race, sex, national origin, and disability status data.
39 U.S.C. 401, 101, and 5 U.S.C. 7201.
To provide the Postal Service with the ability to assess the impact of personnel selection decisions on applicants in each race, sex, national origin and disability category.
Note: These data are maintained only on those applicants who voluntarily provide it and under conditions assuring that the individual's self-identification as to race, sex, national origin, and disability status does not accompany that individual's application when it is under consideration by a selecting official. Data are collected via a research questionnaire on an applicant-by-applicant basis and are used to produce summary descriptive statistics and analytical studies to evaluate personnel/organizational measurement and selection methods; to implement and evaluate Postal Service diversity programs; to determine any adverse impact on the overall personnel selection process; to identify categories of individuals for personnel research; and for related workforce studies.
General routine use statements a, b, c, d, e, f, g, h, j, k, and l listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. To disclose information to the Equal Employment Opportunity Commission for use in determining the existence of adverse effects in the total selection process, in reviewing allegations of discrimination, or in assessing the status of compliance with federal law.
2. Disclosure may be made in response to the order of a court of competent jurisdiction.
Storage
Paper files, magnetic tape, and disks.
Retrievability
Name and Social Security number.
Safeguards
Records are kept in secure filing cabinets in a locked room. Access to automated data is restricted by computer passwords.
Retention and Disposal
a. Hard copy - Destroy 6 months after processing.
b. Magnetic Tape - Maintain for 30 years - DO NOT TRANSFER TO A FEDERAL RECORDS CENTER.
c. Statistical Records (without individual identifiers) - Maintained for as long as needed for the purpose of conducting longitudinal studies.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Individuals wanting to know whether this system of records contains information about them must address inquiries to the head of the examination center of the facility that administered the test. Inquiries must be written, signed, and contain full name, Social Security number, type of examination, examination number, and the date and place of participation in the examination.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is provided by applicants taking examinations.
Postal Service Customer Services District offices.
Postal Service employees and external applicants desiring to be considered for appointment to a postmaster position.
Name, address, date of birth, Social Security number, education summary, postal background, other employment experience. Postal Inspector's Investigative Report and other relevant personal information.
39 U.S.C. 401, 1001.
To provide Postal Service selecting officials and appointing officials with decision making information to determine the best-qualified candidates for appointment to postmaster positions.
General routine use statements a, b, c, d, e, f, g, h, j, k, and l listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Printed, typed, or handwritten forms.
Retrievability
Applicant's name and post office for which application was made.
Safeguards
Locked file cabinets in a secured facility with access restricted to authorized personnel.
Retention and Disposal
Postmaster vacancy files are retained in selecting official's organization for 2 years and then destroyed, unless an audit, investigation, or appeal is pending. Records are destroyed by shredding or burning.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Employees wishing to know whether this system of records contains information on them should address inquiries to the manager, Human Resources of the Customer Services District offices in which the application was made. Inquiries should contain full name, the postal facility to which application was made, title, and place of employment.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is obtained from the employee, postal background personnel data, and from forms completed by the employee.
Reference 39 CFR 266.9 for details.
EAP Offices, Headquarters, the Minneapolis Information Systems Service Center and certain contractor sites.
Postal Service employees and immediate family members who volunteer for or are referred to the program, which is established primarily to help postal employees in their efforts to recover from alcohol and drug abuse, and other problems that may adversely affect their personal lives, job behavior, or performance.
Name of employee participant, personal information needed to assist in a program of recovery, information about referral, problem, progress, participation (number of counseling contacts and leave usage while a program participant), name of referred family member, and name of community resource where referred. Demographic data collected on records subjects for statistical reporting contains marital status, ethnic group, gender, and age group.
39 U.S.C. 401.
To provide counselors with information needed to maintain program operations and counsel individuals under the program. Also used as a management data source for statistical reporting on the program.
1. Records or information from this system may be disclosed to an expert, consultant, or other individual who is under contract to the Postal Service to fulfill an agency function, but only to the extent necessary to fulfill that function. This may include disclosure to any individual with whom the Postal Service contracts to reproduce by typing, photocopying, or other means any records for use by Postal Service officials in connection with their official duties or to any individual who performs clerical or stenographic functions relating to the official business of the Postal Service.
2. Records or information from this system may be made to medical personnel to the extent necessary to meet a medical emergency involving the participant.
3. Non-identifying records or information from this system may be disclosed to qualified personnel for purposes of research, audit, or program evaluation.
Storage
Paper files, magnetic tape/disk, and computer printouts.
Retrievability
Name, Social Security number, or case number of participant.
Safeguards
These restricted files are maintained in locked file cabinets with access limited to EAP personnel and in secured facilities. Automated records are protected through computer password security and encoding of personal identifiers.
Retention and Disposal
a. Historical Record Cards - Destroy 25 years from the close of case to which card corresponds.
b. Case Files:
(1) Deceased Persons - Destroy 1 year from date of cutoff;
(2) Persons successfully completing the program and persons dropped from the program for reasons of termination, retirement, or withdrawal or transfer - Destroy 3 years from date of cutoff;
(3) Family member - Destroy 1 year from date of interview. DO NOT TRANSFER TO A FEDERAL RECORDS CENTER.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Participants in the program must address inquiries to the head of the facility where participating. Inquiries must contain full name, Social Security number, and location of employment, if applicable. Headquarters employees must submit requests to the system manager.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
The participating employee, family member referee, EAP counselor, and the referring source.
U.S. Postal Service personnel offices, the National Test Administration Center (NTAC), the Minneapolis Integrated Business Systems Solutions Center (MIBSSC), other offices within Postal Service facilities authorized to engage in recruiting or examining activities or to make appointments to positions, and contractor sites.
Job applicants.
Personal and professional resumes, personal applications, test scores, medical assessments, academic transcripts, letters of recommendation, employment certifications, medical records, and registers of eligibles. Restricted medical records are accumulated by personnel offices prior to transmittal to medical facilities. The above records may contain such information as name of applicant, Post Office of application, Social Security number, date of examination, employment and education background, estimates of potential, and recommendations.
39 U.S.C. 401, 1001.
To provide managers, personnel officials, and medical officers with information for recruiting and recommending appointment of qualified individuals.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Paper files, index cards, magnetic tape, CD-ROM, preprinted forms and computer printed reports.
Retrievability
Job applicant name and/or Social Security number.
Safeguards
Paper records are maintained in closed filing cabinets under scrutiny of designated managers. Computer records are maintained in secured facilities.
Retention and Disposal
a. Applications for Employment - Dispose of on expiration of eligibility, unless extended for an additional year at the request of the eligible individual.
b. Applications for Master Instructor Positions - Destroy 3 years after date of selection.
c. Employment Registers:
(1) Notice of Rating Card - Forward to applicant.
(2) Alpha and numeric Register Cards and computer-based register records - Destroy when 10 years old.
d. Outside Applicant Files:
(1) Successful Applicant Files - Move PS Form 52 as appropriate, to the Official Personnel Folder. Dispose of all other forms and papers when 6 months old.
e. Answer Sheets:
(1) Hard copy - Destroy 6 months after processing;
(2) Magnetic Tape - Maintain for 30 years - DO NOT TRANSFER TO FEDERAL RECORDS CENTER.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Individuals wanting to know whether information about them is maintained in this system of records must address inquiries to the head of the facility to which job application was made. Inquiries must contain full name, Social Security number, and, if applicable, approximate date of application submitted and residence.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Individual, school officials, former employers, supervisors, named references, Department of Veterans Affairs, and State Division of Vocational Rehabilitation Counselors.
Reference 39 CFR 266.9 for details.
Management Training Centers and other facilities within the Postal Service where career development training and curriculum evaluation activities are authorized.
Current and former postal employees.
Career development records, applications for and records of postal and nonpostal training, records containing student and manager evaluations of training received, examination and skills bank records, and scheme examination records (including dates of examination due and taken, and results). Information within these records may include name, Social Security number, special qualifications, skills or knowledge, career goals, education, work histories or summaries, nominations, recommendations, and copies of personnel actions, certificates, and other material contained within USPS 120.070. In addition, the system may contain postal lodging information when a discrepancy report is filed against the student regarding any unauthorized activities while occupying the room.
39 U.S.C. 401, 1001.
To provide managers, supervisors, and training and development professionals with decision making information for employee career development, training, and assignment.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Paper files, index cards, magnetic tape, punched cards, preprinted forms, and computer-printed reports.
Retrievability
Employee name and Social Security number.
Safeguards
Paper records are maintained in closed filing cabinets under scrutiny of designated managers. Computer records are maintained in secured facilities.
Retention and Disposal
a. Management Training Program Records:
(1) Trainee's Individual Files - Destroy 5 years from the date trainee leaves the program;
(2) Trainee Travel Records - Destroy 1 year from date trainee leaves program;
(3) Travel files of postal managers in connection with program - dispose of when 1 year old.
b. Nomination for Executive Leadership Files - Destroy 1 year from date of selection.
c. Employee Training Files - Destroy 5 years from date of training.
d. Case Examination Records - Destroy 1 year from date of separation of employee.
e. Certain records of examinations are maintained as part of USPS 120.120, Personnel Records - Personnel Research and Test Validation Records.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
VICE PRESIDENT
FACILITIES
UNITED STATES POSTAL SERVICE
4301 WILSON BLVD STE 300
ARLINGTON VA 22203-1861
Current and former field employees wanting to know whether information about them is in this system of records must address inquiries to the head of the appropriate employment facility. Headquarters employees must submit requests to the system manager. Inquiries must contain full name and Social Security number.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is obtained from the subject, subject's employment record, and his or her supervisor.
Reference 39 CFR 266.9 for details.
Postal Service facilities where individual performance evaluation/measurement activities are conducted.
Current and former postal employees.
Individual performance evaluation and measurement records that contain audit sheets, performance ratings, performance appraisals for PCES candidates, self-appraisals, statements of goals and objectives, and related correspondence.
39 U.S.C. 401, 1001.
To provide managers and supervisors with decision making information for training needs, promotion and assignment considerations, or other employee/job related actions.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Paper files, index cards, magnetic tapes, punched cards, preprinted forms, and computer-printed reports.
Retrievability
Employee name and Social Security number.
Safeguards
Paper records are maintained in closed filing cabinets under scrutiny of designated managers. Computer records are maintained in secured facilities.
Retention and Disposal
a. Merit Performance Evaluation Files - Destroy when 5 years old.
b. Individual Performance Evaluation/Measurement Records - Destroy when 10 years old or when no longer useful, whichever is sooner. DO NOT TRANSFER TO A FEDERAL RECORDS CENTER.
System Manager(s) and Address:
Vice President having jurisdiction over the functional or administrative performance evaluation/measurement procedure.
Current and former field employees wanting to know whether information is maintained about them in this system of records must address inquiries to the head of the appropriate employment facility. Headquarters employees must submit requests to the system manager. Inquiries must contain full name and Social Security number.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is obtained from the subject, the subject's employment records, and his or her co-workers.
Human Resources at Headquarters and at a contractor site.
Supervisors and managers who are rated under an employee survey process or have responsibility for a rated work location.
Work location, name, and Social Security number of manager or supervisor, aggregate data and analyses of data, and national feedback reports.
39 U.S.C. 401, 1001.
To improve the quality of postal services, employee- management relations, and communication between managers and employees by soliciting employee feedback on job-related issues; to provide management and supervisors with information needed to improve their leadership skills; and to provide information for evaluating manager and supervisor performance.
General routine use statements b, f, and g listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Paper and computer storage media.
Retrievability
Some survey information in the system is retrieved only by work location. Other information is retrieved by manager or supervisor name or Social Security number.
Safeguards
Hard copy records are maintained in a secured environment with access limited to those individuals whose official duties require such access. Access to automated records is restricted by authorized user identification codes. Information on computer storage media maintained at a contractor site is protected by ADP physical security, technical software, and administrative security subject to audit and inspection by the Postal Inspection Service.
Retention and Disposal
a. Employee Opinion Survey Process Records - Retain for 20 years. Destroy paper records by shredding or burning. Destroy computer records by erasure or degaussing.
b. Management Development Process Records:
(1) Paper Survey Feeder Records - Cut off at the end of the calendar year and destroy by shredding or burning 3 years from cutoff date.
(2) Computer Records - Retain for 20 years and then erase or degauss.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Individuals wanting to know whether information about them is maintained in this system of records must address inquiries in writing to the system manager.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Postal employees.
Motor vehicle offices of postal facilities.
Postal Service employees who are full-time drivers of postal vehicles.
Include employees' name, yearly safe driver awards, record of any accidents in which employee is involved, and evaluations by Safe Driver Award Committee.
39 U.S.C. 401.
To provide information for awarding Safe Driver Awards.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
Another routine use is to furnish information to the National Safety Council for award purposes.
Storage
Index cards/roster sheets.
Retrievability
Alphabetically by name of employee.
Safeguards
Kept in closed file cabinets with limited access.
Retention and Disposal
Destroy 4 years from date of separation, expiration of license, rescission of authorization, or transfer of driver into a non-driving status, or other transfer (unless requested by new installation or agency).
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Employees wanting to know whether information about them is maintained in this system of records must address inquiries to the head of the facility where employed. Headquarters employees must submit the request to the system manager. Inquiries must include full name.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is obtained from the driver and from Postal Service.
Maintained by various postal facilities, as determined by management.
Different categories of Postal Service employees, women, PCES, and employees in various job categories.
Employee name, Social Security number, address, job position, sex, educational background, work history, salary history, skills, licenses, language, career preferences and goals, geographical preferences, special achievements, merit awards, project assignments, benefits, and other personal information. (The various systems in existence may contain more or less information than specified herein.)
Public Law 92-261; 39 U.S.C. 401, 1001.
Used by Postal Service management to make and track employee job assignments, to place employees in new positions, and to assist in career planning and training in general; the system is also used to provide statistics for personnel and workload management.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Preprinted forms, magnetic tape and disk files, computer reports, and microfiche.
Retrievability
Name and Social Security number.
Safeguards
Locked file cabinets, controlled access, computer password authentication, magnetic tape library, physical security.
Retention and Disposal
Paper records will be destroyed by shredding or burning 1 or 2 years after information is successfully entered into the system depending on the particular program involved. Automated information will be erased 1 year after employee is terminated or is no longer in the particular job category.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
CHIEF POSTAL INSPECTOR
POSTAL INSPECTION SERVICE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-2100
Employees wanting to know whether such a system exists at their place of employment or whether information about them is maintained in this system of records must address inquiries to the head of the facility where employed. Headquarters employees must submit requests to the system manager. Inquiries must contain full name, Social Security number, and place of employment.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is obtained directly from employee and Postal Service personnel forms and reports.
The Postal Service has claimed exemption from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempted records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Any Postal Service facility.
Postal Service employees.
Records consist of summaries or excerpts from the following other Postal Service personnel records systems: 120.036, 120.070, 120.151, 120.152, 120.153, 120.180, 120.210; as well as records of discipline. In addition, copies of other Postal Service records and records originated by the supervisor may be included at the supervisor's discretion.
39 U.S.C. 401, 1001.
To enable supervisors to efficiently manage assigned personnel.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Records of discipline may also become part of USPS 120.070 and would therefore be subject to disclosure under the routine uses of that system of records.
Storage
Paper files, index cards, magnetic tape and disk, computer printouts.
Retrievability
Employee name.
Safeguards
Paper documents/index cards are locked in supervisor's desk or filing cabinets. Computer-readable media are maintained in secured data processing facilities.
Retention and Disposal
a. Counseling Records - Destroy when 1 year old if there has been no disciplinary action initiated against the employee during that period.
b. Letters of Warning - Destroy when 2 years old if there has been no disciplinary action initiated against the employee during that period.
c. All Other Records - Dispose of immediately on termination of supervisor/employee relationship.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Employees wanting to know whether this system of records contains information on them must address inquiries to the head of the facility where employed. Headquarters employees must submit requests to the system manager.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Other personnel records systems, supervisor notes, employees, and postal customers.
Records of information in this system that have been compiled in reasonable anticipation of civil action or proceedings are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemption from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempted records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Postal Service vehicle maintenance facilities, processing and distribution centers, bulk mail centers, Post Offices, area offices, district offices, Headquarters, and program contractor's office.
Current and former postal employees who operate or maintain postal vehicles, including those employees required to have commercial driver's licenses (CDLs) and who drive vehicles in excess of 26,000 pounds gross vehicle weight rating (GVWR).
Records relating to individual employee operation of USPS-owned or USPS-leased vehicles, including employee name, Social Security number, age, length of service, physical condition, qualifications to drive, results of driving tests, vehicle and safety training, licensing information (including revocations and suspensions), driving habits, route and vehicle assignments, vehicle accidents, driving citations and safety awards, notifications of substance and alcohol tests with related checklists and correspondence; employee workload, work schedule, performance analysis, and work habits.
39 U.S.C. 401; Pub. L. 102-143; and 49 CFR 40 and 382, 391, 392, 395.
a. To provide local Post Office managers, supervisors, and transportation managers with information to assign routes and vehicles and to adjust workload, schedules, and type of equipment operated.
b. To serve as a basis for corrective action and presentation of safe driving awards.
c. To comply with the testing and documentation requirements of the Omnibus Transportation Employee Testing Act of 1991 (Pub. L. 102-143) implementing a controlled substance and alcohol testing program for employees required to have commercial driver's licenses (CDLs).
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Information in these records provides GSA and Postal Service driver credentials.
2. Information in these records may be provided to the contractor responsible for maintaining the database of employees to be selected randomly for controlled substance and alcohol testing.
3. Information in these records may be provided to the Federal Highway Administration (FHWA), when requested by the Secretary of Transportation; to any U.S. Department of Transportation agency; or to any state or local official with regulatory authority over the Postal Service or its employees (as authorized by DOT agency regulations).
4. Information in these records may be provided to the National Transportation Safety Board in conjunction with an accident investigation.
5. Information in these records may be provided to the employee or to the decision maker in a lawsuit, grievance, or other proceeding initiated by or on behalf of the employee and arising from the results of a controlled substance and/or alcohol test administered under the regulations issued by DOT or from a determination that the employee engaged in conduct prohibited by Pub. L. 102-143.
Storage
Preprinted forms and paper files (including hard copy computer printouts) and computer files.
Retrievability
Employee name, Social Security number, vehicle number, route number, facility name, and work order number.
Safeguards
Kept in locked file cabinets in secured Postal Service and contractor facilities. Access to computer data is restricted to authorized contractor personnel.
Retention and Disposal
a. Destroy the records related to the employee's random selection for controlled substance and alcohol testing when the records are 1 year old.
b. Destroy the checklists, correspondence, and any other documentation related to the employee's testing for controlled substances and alcohol when the records are 5 years old.
c. Destroy records maintained in the database of employees subject to Pub. L. 102-143 when the employee separates from the Postal Service or is no longer authorized to operate a Postal Service vehicle.
d. Destroy the remaining records related to the employee's operation or maintenance of Postal Service vehicles 4 years from the date of separation, transfer (unless requested by new installation or agency), expiration of license, rescission of authorization, or transfer of driver into a non-driving status.
System Manager(s) and Address:
VICE PRESIDENT
OPERATIONS SUPPORT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-2402
An employee wanting to know whether information about him or her is maintained in this system of records must address inquiries to the head of the facility where the employee is employed. Inquiries must contain the employee's full name, Social Security number, route number, workstation, and facility where employed.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Postal Service employees, supervisors, and medical staff; state motor vehicle departments; and designated contractor(s).
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemption from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempted records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Law Department, Postal Service Headquarters and field offices, area offices, and districts.
Employees involved in labor arbitrations.
Note: These files are a Privacy Act system of records only to the extent that personally identifying information about a person is retrieved from the files by use of the individual's name or other personal identifier. Generally, information in litigation files is retrieved by reference to the case name or number. In those instances where the case name or number is not the personal identifier of an individual, the file is not a Privacy Act system of records.
Documents relating to proceedings when the Postal Service is a party in labor arbitration cases. Includes disciplinary and contract grievances, and appeals of bargaining unit employees, formal pleadings and memoranda of law, excerpts from grievance files, supporting documents, notes, and case analyses prepared by Postal Service advocates and other personnel, and correspondence and telephone records.
39 U.S.C. 401, 409(d).
To provide advice and representation to the Postal Service in labor arbitration cases.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Information in litigation records is public to the extent that the documents have been filed in a court or public administrative proceeding, unless the court or other adjudicative body has ordered otherwise. Such public information, including information about the nature, status, and disposition of the proceedings, may be disclosed to any individual, unless it is determined that release of specific information of a particular case would be an unwarranted invasion of personal privacy.
2. When considered appropriate, records in this system may be referred to a bar association or similar federal, state, or local licensing or regulatory authority for possible disciplinary action.
3. A record may be transferred, and information from it disclosed, to any federal agency, as may be appropriate for the coordinated defense or prosecution of related litigation or the resolution of related claims or issues without litigation.
4. A record may be disclosed in a federal, state, local, or foreign judicial or administrative proceeding in accordance with the procedures and practices governing such proceeding.
Storage
Case records are stored in paper folders and on magnetic tape or disk in automated office equipment.
Retrievability
Name of litigant(s).
Safeguards
Folders having paper documents are kept in secure filing cabinets within locked buildings or areas under the scrutiny of authorized personnel. Computer terminals and tape/disk files are in a secured area, and access is restricted to personnel having an official need.
Retention and Disposal
a. Disciplinary Cases (to include removal) and contract application cases:
(1) National Level - Destroy 15 years from date of final decision;
(2) Field Level - Destroy 5 years from date of final decision.
b. Contract Interpretation Cases (National Level) - Transfer to a Federal Records Center when 5 years old, destroy 15 years from date of expiration of the agreement.
c. Court Actions - Transfer to a Federal Records Center when 5 years old, destroy 15 years from date of final agreement.
System Manager(s) and Address:
VICE PRESIDENT
LABOR RELATIONS
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4100
Individuals wanting to determine whether this system of records contains information about them must write to the system manager and provide name, case number, if known, and the approximate date the action was initiated.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Note: Review of requests seeking amendment of records that have been the subject of a judicial or quasi-judicial administrative action will be limited. The amendment provisions of the Act are not intended to permit the alteration of evidence presented during an adjudication, nor are they intended to provide a means for collaterally attacking the finality of a judicial or administrative decision. Review of requests for amendment of adjudicative records will be restricted to determining whether the records accurately reflect the action of the judicial or administrative body ruling on the case and will not contain a review of the merits of the action, determination, or finding.
a. Employees involved in labor arbitration cases.
b. Counsel(s) or other representative(s) for parties involved in the arbitration case other than Postal Service.
c. Arbitrators.
d. Other individuals involved in labor arbitration cases.
Source documents contain the formal case file, investigative reports, and other records relevant to the case.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemption from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempted records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Law Department, Postal Service Headquarters and field offices, area offices and districts.
Employees involved in Veterans' Appeals and other adverse action appeals.
Note: These files are a Privacy Act system of records only to the extent that personally identifying information about a person is retrieved from the files by use of the individual's name or other personal identifier. Generally, information in litigation files is retrieved by reference to the case name or number. In those instances where the case name or number is not the personal identifier of an individual, the file is not a Privacy Act system of records.
a. Formal pleadings and memoranda of law;
b. Excerpts from disciplinary or adverse action files and other relevant documents;
c. Miscellaneous notes and case analyses prepared by Postal Service advocates; and
d. Correspondence and telephone records.
39 U.S.C. 401, 409(d).
This information is used to provide advice and representation to the Postal Service.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Information in litigation records is public to the extent that the documents have been filed in a court or public administrative proceeding, unless the court or other adjudicative body has ordered otherwise. Such public information, including information about the nature, status, and disposition of the proceedings, may be disclosed to any individual, unless it is determined that release of specific information of a particular case would amount to an unwarranted invasion of personal privacy.
2. When considered appropriate, records in this system may be referred to a bar association or similar federal, state, or local licensing or regulatory authority for possible disciplinary action.
3. A record may be transferred, and information from it disclosed to any federal agency, as may be appropriate for the coordinated defense or prosecution of related litigation or the resolution of related claims or issues without litigation.
4. A record may be disclosed in a federal, state, local, or foreign judicial or administrative proceeding under the procedures and practices governing such proceeding.
Storage
Case records are stored in paper folders and on magnetic tape or disk in automated office equipment.
Retrievability
Name of litigant(s).
Safeguards
Folders having paper documents are kept locked in filing cabinets within secured buildings or areas under the scrutiny of authorized personnel. Computer terminals are in secured areas, and access is restricted to personnel having an official need.
Retention and Disposal
Destroy 7 years from the date of final decision.
System Manager(s) and Address:
VICE PRESIDENT
LABOR RELATIONS
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Individuals wanting to determine whether this system of records contains information about them must write to the system manager and provide their name, case number, if known, and the approximate date the action was instituted.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Note: Review of requests seeking amendment of records that have been the subject of a judicial or quasi-judicial administrative action will be limited. The amendment provisions of the Act are not intended to permit the alteration of evidence presented during an adjudication, nor are they intended to provide a means for collaterally attacking the finality of a judicial or administrative decision. Review of requests for amendment of adjudicative records will be restricted to determining whether the records accurately reflect the action of the judicial or administrative body ruling on the case, and will not contain a review of the merits of the action, determination, or finding.
a. Employees involved in veterans appeals and other adverse action appeals.
b. Counsel(s) or other representative(s) for parties in administrative litigation other than Postal Service.
c. Other individuals involved in appeals.
Source documents contain the formal case file, investigative reports, and other records relevant to the case.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemption from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempted records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Personnel Offices within Postal Service facilities and the Minneapolis Information Systems Service Center.
Employees whose wages are garnished to satisfy a financial obligation.
Employee name, Social Security number, address, employing facility, name and address of the recipient of the deduction, amount of the debt and deduction, and other data relevant to the garnishment of an employee's wages in payment of alimony, child support, or commercial debt, or state or local tax levies. Records in case files may also contain notices to employee of the intent to withhold wages, court orders, worksheets for calculating or processing garnishments, and other correspondence/documents relating to the indebtedness.
39 U.S.C. 401, 409(d).
To process garnishment of a postal employee's wages to satisfy a debt related to child support, alimony, a commercial obligation, or a state or local tax levy.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Paper documents and computer tape/disk.
Retrievability
Employee name.
Safeguards
Paper and automated records are subject to controlled access.
Retention and Disposal
Information Service Center records are maintained for 6 months after the debt is satisfied or canceled. Post Office records are maintained for 3 years after the debt is satisfied or canceled. Paper records are shredded and computer tape/disk records are erased at the end of retention period.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
VICE PRESIDENT CONTROLLER
FINANCE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-5200
Employees wanting to know whether this system of records contains information about them must submit requests to the facility head where employed. Headquarters employees must submit requests to the system manager. Inquiries must contain the employee's full name and case number, if known.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
The indebted employee, court-related documents, and other records relating to the debt.
Records office, Postal Service Headquarters, and records custodians at all Postal Service facilities.
Individuals who submit inquiries and requests for information (many of which are made pursuant to the FOIA) about the general activities of the Postal Service.
Note: This system may contain inquiries and requests regarding information in other Postal Service systems of records that are subject to the Privacy Act. As a result, information about individuals from other systems may, when appropriate, become part of this system.
Name and address of requester, request letters, referral letters, internal memoranda, response letters, and copies of records requested.
39 U.S.C. 401, 412; 5 U.S.C. 552; Pub. L. 93-502.
To enable records custodians to respond to requests from members of the public for Postal Service records and to comply with the reporting requirements of the FOIA.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Records or information may be provided to any source from which the Postal Service requests additional information (to the extent necessary to identify the requesting individual, inform the source of the purpose of the request, or to identify the type of information requested), where necessary to obtain information relevant to the Postal Service's disclosure determination under the FOIA.
2. Records or information may be provided to the originating federal agency in connection with a referral of an FOIA request to that agency for its disclosure determination.
Storage
Case records are stored in paper folders. Response letters may also be temporarily stored on magnetic disk in automated office equipment. Abbreviated or summarized information may be stored in automated equipment.
Retrievability
Chronologically by year and alphabetically by name of the requester, except in those instances where a requester has made his or her request through an attorney or agent. In the latter case, the name of the attorney or agent might appear as the requester.
Safeguards
Case files and magnetic disks are stored in secure file cabinets. Computer access is restricted by the use of passwords. Access to all storage media is limited to personnel whose official duties require access.
Retention and Disposal
Records maintained by custodians and the Records Office are disposed of 6 years from date of final response to requester. Files may be transferred to Postal Service general counsel (FOIA appeals officer) on request. When this is done, files may become a part of the Appeals Case Files (see USPS 150.015).
System Manager(s) and Address:
MANAGER
ADMINISTRATION AND FOIA
FINANCE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-5202
Individuals wanting to know whether information about them is maintained in this system of records must address inquiries to the custodian at the facility where the request was sent. Inquiries must contain the full name of the individual who submitted the request or the name of the attorney who submitted the request in the individual's behalf and the date of the request.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Individuals and their attorneys who submit information/records requests, Postal Service officials who respond to the requests, other sources whom the Postal Service believes have information pertinent to a decision on the request, other agencies referring requests to the Postal Service, and pertinent records responsive to the request.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemptions from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Civil Practice Section, Law Department, Postal Service Headquarters.
The system encompasses all individuals who submit administrative appeals or bring suits against the Postal Service under the FOIA on account of denials of access to records maintained by the Postal Service. This system may contain inquiries and requests regarding information in other Postal Service systems of records that are subject to the Privacy Act. As a result, information about individuals from other systems may, when appropriate, become part of this system.
Note: These files are a Privacy Act system of records only to the extent that personally identifying information about an individual is retrieved from the files by use of the individual's name or other personal identifier. Generally, information in litigation files is retrieved by reference to the case name or number. In those instances where the case name or number is not the personal identifier on an individual, the file is not a Privacy Act system of records.
The system contains correspondence and other documents related to administrative appeals made by individuals to the General Counsel for information under the provisions of the FOIA (5 U.S.C. 552) including copies of appeal letters, appeal decisions, initial request and decision letters, internal memoranda, referral letters, and copies of records requested under the FOIA. Litigation case files may contain the aforementioned types of records as well as pleadings, memoranda of law, notes and case analyses prepared by attorneys and other personnel, and other documents incidental to the litigation.
5 U.S.C. 552.
To enable the General Counsel to carry out his or her duties as appellate authority, to assist in the representation of the Postal Service in FOIA-related litigation, and to comply with the reporting requirements of the FOIA.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Records or information may be provided to the U.S. Department of Justice for its coordination of responses to requests for information and to prepare reports required by 5 U.S.C. 552(d).
2. Records or information may be provided to a federal agency in order to obtain advice and recommendation about matters on which the agency has specialized experience or particular competence that may be useful to the Postal Service in making required determinations under the FOIA.
3. Records or information may be provided to any source from which the Postal Service requests additional information (to the extent necessary to identify the requesting individual, inform the source of the purpose of the request, or to identify the type of information requested), where necessary to obtain information relevant to the Postal Service disclosure determination under the FOIA.
4. Records or information may be provided to the originating federal agency in connection with a referral of an FOIA request to that agency for its disclosure determination.
5. Appeal decision letters may be made available for public inspection and copying.
6. Information in litigation records is public to the extent that the documents have been filed in a court or public administrative proceeding, unless the court or other adjudicative body has ordered otherwise. Such public information, including information about the nature, status, and disposition of the proceeding, may be disclosed to any individual, unless it is determined that release of specific information in a particular case would be an unwarranted invasion of personal privacy.
7. When considered appropriate, records in this system may be referred to a bar association or similar federal, state, or local licensing or regulatory authority for possible disciplinary action.
Storage
Appeal and litigation case records are stored in paper folders. Appeal decision letters are also stored in binders and on magnetic tape or disk in automated office equipment and are maintained for public inspection in the Postal Service Library. Abbreviated or summarized information is stored on index cards and in automated equipment.
Retrievability
Chronologically by year, numerically by appeal number, and alphabetically by name of the requester except in those instances where a requester has an appeal filed in his or her behalf by an attorney or agent. In the latter case, the name of the attorney or agent might appear as the requester appellant. Litigation case records are retrieved by the style of the civil action.
Safeguards
Appeal and litigation case files are stored in sound file cabinets under the scrutiny of Postal Service attorneys. Access is limited to personnel whose official duties require access. Library copies of appeal decision letters are available for public inspection. Access to computer data is restricted to people having an official need for access.
Retention and Disposal
Appeal decision letters are retained indefinitely. Appeal and litigation case files are retained for 10 years following the date of the final agency decision or 10 years following the final adjudication in case of a civil suit, whichever is applicable. Records are destroyed by shredding, burning, or the equivalent.
System Manager(s) and Address:
SENIOR VICE PRESIDENT AND GENERAL COUNSEL
LAW DEPARTMENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1100
Individuals wanting to determine whether this system of records contains information about them must write to the system manager and provide the following information: the name of the individual who submitted the appeal, or the name of the attorney who submitted the appeal in the individual's behalf, and the year in which the appeal was made; or, when applicable, the name of the plaintiff in the civil action and the year in which the civil action was filed.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Note: Review of requests seeking amendment of records that have been the subject of a judicial or quasi-judicial administrative action will be limited in scope. The amendment provisions of the Act are not intended to permit the alteration of evidence presented during an adjudication, nor are they intended to provide a means for collaterally attacking the finality of a judicial or administrative decision. Review of requests for amendment of adjudicative records will be restricted to determining whether the records accurately reflect the action of the judicial or administrative body ruling on the case and will not contain a review of the merits of the action, determination, or finding.
Individuals and their attorneys who submit FOIA requests and appeals, Postal Service officials who respond to FOIA requests, other sources whom the Postal Service believes have information pertinent to a decision on the FOIA request or appeal, other agencies referring requests to the Postal Service, and pertinent records from other Postal Service systems of records.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemption from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Records office, Postal Service Headquarters, and records custodians at all Postal Service facilities.
Any Postal Service employee or citizen who makes an inquiry or request for information or amendment of a record subject to the provisions of the Privacy Act of 1974 (5 U.S.C. 552a).
Note: This system may contain inquiries and requests regarding information in other Postal Service systems of records that are subject to the Privacy Act. As a result, information about individuals from other systems may, when appropriate, become part of this system.
Name and address of inquirer, other personal identifying information such as Social Security number and date of birth, request letters, referral letters, internal memoranda, response letters, accountings of disclosure, and copies of records at issue.
39 U.S.C. 401; 5 U.S.C. 552a.
To enable records custodians to respond to requests from employees or members of the public for records the Postal Service maintains under the provisions of the Privacy Act, and to comply with reporting requirements of that Act.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Records or information may be provided to any source from which the Postal Service requests additional information (to the extent necessary to identify the requesting individual, inform the source of the purpose of the request, or to identify the type of information requested), where necessary to obtain information relevant to a Postal Service decision about a Privacy Act request.
2. Records may be disseminated to a federal agency that originally furnished the records for the purpose of permitting a decision on access or correction to be made by that agency, or for the purpose of consulting with that agency about the propriety of access or correction.
3. Records or information may be disseminated to any appropriate federal, state, local, foreign agency, or other appropriate source for the purpose of verifying the accuracy of information that is the subject of an individual's request for amendment or correction.
Storage
Case records are stored in paper folders. Response letters may also be temporarily stored on magnetic disk in automated office equipment. Abbreviated or summarized information may be stored in automated equipment.
Retrievability
Chronologically by year and alphabetically by name of the requester, except in those instances where a requester has made his or her request through an attorney or agent. In the latter case, the name of the attorney or agent might appear as the requester.
Safeguards
Case files and magnetic disks are stored in secure file cabinets. Computer access is restricted by the use of passwords. Access to all storage media is limited to personnel whose official duties require access.
Retention and Disposal
Request letters and related correspondence are retained for 6 years. Accountings of disclosures are retained for 5 years or the life of the disclosed record, whichever is longer. All records are destroyed by burning or shredding.
System Manager(s) and Address:
MANAGER
ADMINISTRATION AND FOIA
FINANCE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-5202
Individuals wanting to know whether information about them is maintained in this system of records must address inquiries to the custodian at the facility where request was sent. Inquiries must contain the full name of the individual who submitted the request, or the name of the attorney who submitted the request in the individual's behalf, and the date of the request.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Individuals and their attorneys who submit amendment/records requests, Postal Service officials who respond to the requests, other sources whom the Postal Service believes have information pertinent to a decision on the request, other agencies referring requests to the Postal Service, and pertinent records responsive to the requests.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemption from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Civil Practice Section, Law Department, Postal Service Headquarters.
The system encompasses all individuals who submit administrative appeals or bring suit against the Postal Service under the provisions of the Privacy Act of 1974.
Note: This system may contain inquiries and requests regarding information in other Postal Service systems of records that are subject to the Privacy Act. As a result, information about individuals from other systems may, when appropriate, become part of this system.
The system contains correspondence and other documents related to administrative appeals made by individuals to the General Counsel for information under the provisions of the Privacy Act (5 U.S.C. 552a) including copies of appeal letters, appeal decisions, initial request and decision letters, internal memoranda, referral letters, and copies of the records at issue. Litigation case files may contain the aforementioned types of records as well as pleadings, memoranda of law, notes and case analyses prepared by attorneys and other personnel, and other documents incidental to the litigation.
5 U.S.C. 552a.
To enable the general counsel to carry out his or her duties as appellate authority, to assist in the representation of the Postal Service in Privacy Act litigation, and to comply with reporting requirements.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Records or information may be provided to the U.S. Department of Justice for its coordination of responses to requests for information and to prepare reports required by 5 U.S.C. 552a(s).
2. Records or information may be provided to a federal agency in order to obtain advice and recommendation about matters in which the agency has specialized experience or particular competence that may be useful to the Postal Service in making required determinations under the Privacy Act.
3. Records or information may be provided to any source from which the Postal Service requests additional information (to the extent necessary to identify the requesting individual, inform the source of the purpose of the request, or to identify the type of information requested), where necessary to obtain information relevant to the Postal Service decision about Privacy Act request.
4. Records may be disseminated to a federal agency that originally furnished the records for the purpose of permitting a decision on access or correction to be made by that agency or for the purpose of consulting with that agency about the propriety of access or correction.
5. Records or information may be disseminated to any appropriate federal, state, local, foreign agency, or other appropriate source for the purpose of verifying the accuracy of information that is the subject of an individual's request for amendment or correction.
6. Information in litigation records is public to the extent that the documents have been filed in a court or public administrative proceeding, unless the court or other adjudicative body has ordered otherwise. Such public information, including information about the nature, status, and disposition of the proceeding, may be disclosed to any individual, unless it is determined that release of specific information in a particular case would be an unwarranted invasion of personal privacy.
7. When considered appropriate, records in this system may be referred to a bar association or similar federal, state, or local licensing or regulatory authority for possible disciplinary action.
Storage
Appeal and litigation case records are stored in paper folders. Appeal decision letters are also stored in binders and on magnetic tape or disk in automated office equipment. Abbreviated or summarized information is stored on index cards and in automated equipment.
Retrievability
Chronologically by year, numerically by appeal number, and alphabetically by name of the requester, except in those instances where a requester has an appeal filed in his or her behalf by an attorney or agent. In the latter case, the name of the attorney or agent might appear as the requester appellant. Litigation case records are retrieved by the style of the civil action.
Safeguards
Appeal and litigation case files are stored in secure file cabinets under the scrutiny of Postal Service attorneys. Access to paper records and computer data is limited to individuals whose official duties require access.
Retention and Disposal
Appeal decision letters are retained indefinitely. Appeal and litigation case files are retained for 10 years following the date of the final agency decision, or 10 years following the final adjudication in case of a civil suit, whichever is applicable. Records are destroyed by shredding, burning, or the equivalent.
System Manager(s) and Address:
SENIOR VICE PRESIDENT AND GENERAL COUNSEL
LAW DEPARTMENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1100
Individuals wanting to determine whether this system of records contains information about them should write to the system manager and provide the following information: the name of the individual who submitted the appeal, or the name of the attorney who submitted the appeal in the individual's behalf, and the year in which the appeal was made, or, when applicable, the name of the plaintiff in the civil action and the year in which the civil action was filed.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Note: The amendment provisions for this system are not intended to permit a person a second opportunity to request amendment of a record that was the subject of the initial Privacy Act amendment request merely because the record has been incorporated into this system as a result of the appeal process. That is, after an individual has requested amendment of a specific record in a Postal Service system under provisions of the Privacy Act, that specific record may itself become part of this system of case records. A person may not subsequently request amendment of that specific record again simply because a copy of the record has become part of the second system of records. Generally, review of requests seeking amendment of records that have been the subject of a judicial or quasi-judicial administrative action will be limited. The amendment provisions of the Act are not intended to permit the alteration of evidence presented in the course of an adjudication, nor are they intended to provide a means for collaterally attacking the finality of a judicial or administrative decision. Review of requests for amendment of adjudicative records will be restricted to determining whether the records accurately reflect the action of the judicial or administrative body ruling on the case and will not contain a review of the merits of the action, determination, or finding.
Individuals and their attorneys who submit Privacy Act requests and appeals, Postal Service officials who respond to Privacy Act requests, other sources whom the Postal Service believes have information pertinent to a decision on the Privacy Act request or appeal, other agencies referring requests to the Postal Service, and pertinent records from other Postal Service systems of records.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemption from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
All Postal Service facilities; Information System Service Centers; Accounting Service Centers; Inspection Service facilities; and contractor sites.
Individuals who have access to Postal Service computers and information resources, including Postal Service employees, contractor employees, and non-Postal Service individuals.
This system contains identifying information about computer users and the corresponding authorizing managers such as name; logon ID; employee identification number, unique identifier, and/or Social Security number; work-related information such as job title, BA Code, finance number, and work telephone number and address; the application(s) that the user may access; and the level(s) of access granted. Additionally, the system contains information related to contractors such as verification of status of contractor employee, screening and/or security clearances.
39 U.S.C. 401; Pub. L. 100-235, Computer Security Act of 1987.
To ensure access to data and/or files of computer systems is limited to authorized individuals through the use of computer security access control systems. Used by computer security officers in maintaining access controls, and by postal inspectors and authorized personnel in monitoring compliance with access rules. The logon IDs are also used as a positive user identifier in resolving access problems by telephone.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Automated databases, computer storage media, and paper.
Retrievability
Name, logon ID, employee ID, and unique identifier.
Safeguards
Paper records, computers, and computer storage tapes and disks are maintained in controlled-access areas or under general supervision of program personnel. Computers are protected by a cipher lock system, card key system, or other physical access control methods. Computer systems and electronic records are also protected with security software and operating system controls, including logon and password identifications, firewalls, terminal and use identifications, and file management. Online data transmissions are protected by encryption. Access to these records is limited to authorized personnel. Contractors must provide similar protection subject to a security compliance review by the Postal Inspection Service.
Retention and Disposal
Paper records are retained for 1 year after computer access privileges are cancelled and then destroyed by shredding. Electronic records are updated as corresponding access requests are superceded or cancelled, and are deleted 1 year after access is cancelled.
System Manager(s) and Addresses:
VICE PRESIDENT
CHIEF TECHNOLOGY OFFICER
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1500
CHIEF POSTAL INSPECTOR
INSPECTION SERVICE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-2100
Individuals wishing to know whether information about them is maintained in this system of records should address inquiries containing full name and logon ID, employee identification number, unique identifier, and/or Social Security number to the following.
For hard copy PS Form 1357, Request for Computer Access:
• Individuals assigned to Headquarters should submit requests to the following address:
MANAGER
HEADQUARTERS COMPUTING INFRASTRUCTURE
SERVICES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-0001
• Individuals assigned to other facilities should submit requests to the head of the facility that manages the information systems.
For electronic records to access Postal Service computers:
• Send requests to the following address:
MANAGER
INFORMATION SECURITY SERVICES
UNITED STATES POSTAL SERVICE
4200 WAKE FOREST RD
RALEIGH NC 27668-9500
• For U.S. Inspection Service computer access records, send requests to the following address:
INSPECTOR IN CHARGE
INFORMATION TECHNOLOGY DIVISION
UNITED STATES POSTAL SERVICE
2111 WILSON BLVD STE 500
ARLINGTON VA 22201-3036
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Individuals requesting and/or approving access to Postal Service computers or information resources and Postal Service personnel charged with information systems security responsibilities.
Various facilities maintaining such records.
Postal Service employees and contract employees.
Records within this system may contain employee's name, Social Security number, work location, pay location, workhours, overtime status, lunch times, leave information, telephone number, home address, job skills, seniority number, mail volume, machine use, error rates, productivity goal data, project number, project name, name of customer contact, estimated completion date, estimated resources, actual contact, and general remarks about the development of the project.
39 U.S.C. 401, 404.
a. To provide management with information about employee availability and workhours, mail volume status, productivity rates, equipment usage and maintenance, quality control, inventories, and other data needed for scheduling daily workloads and controlling production.
b. To determine and apportion time and costs by project of operation.
c. To provide management with essential information on the relationship between workloads and actual versus planned workhours.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Printed forms, magnetic tape, and disks.
Retrievability
Employee name, Social Security number, project number, pay period, or project name.
Safeguards
Access to these records is limited to those individuals whose official duties require such access. Access to automated records is restricted by authorized access codes. Hard copy records are maintained in secure filing cabinets.
Retention and Disposal
In some instances, records are retained for 1 year and then deleted automatically from computer disks; paper files are destroyed by shredding. Some records are maintained on computer tape beyond 1 year for historical and trend analyses. On some systems, information is updated on a real-time basis.
System Manager(s) and Address:
SENIOR VICE PRESIDENT OPERATIONS
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-2700
(Real-Time Productivity Management System and Delivery Operations Information System).
Other covered systems - the department or facility head where such records are required.
Employees wanting to know whether information about them is in this system of records should address inquiries to the department or facility head where employed at the time of reporting. Inquiries should contain full name, Social Security number, and project name and number (if applicable).
Requests for access should be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity set forth at 39 CFR 266.6.
See Notification and Record Access Procedures above.
Postal Service 050.020; 120.070; employees; supervisors; mail processing equipment counts.
Human Resources and Operations, Headquarters, and other postal facilities as determined by management.
Postal employees.
Records contain, but are not limited to, the employee's name, home address, telephone, pay location, work hours, overtime status, lunch time, leave balance and usage - sick and annual leave, continuation of pay, sick leave for dependent care, family medical leave and supporting documentation -- leave without pay, limited medical information, and information concerning corrective action and grievance outcomes as they relate to leave usage.
39 U.S.C. 401, 1001, 1003, 1005, and 5 U.S.C. 8339.
Use to establish effective leave administration, analyze employee absences of all types, identify potential attendance problems, and identify employees eligible for attendance- related awards.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Paper records are maintained in locked file cabinets and computer files on magnetic tape or disk in automated office equipment.
Retrievability
By the employee's name or Social Security number.
Safeguards
Access to information in computer files is limited to personnel having an authorized computer password with hierarchical security clearance privileges. Hard copy records are maintained within locked file cabinets under the general scrutiny of designated postal personnel who have jurisdiction over the information. Supporting Family Medical Leave documentation containing restricted medical information will be maintained separately in a locked file cabinet by the FMLA coordinator, and supporting injury compensation documentation will be maintained separately in a locked file cabinet by the Injury Compensation Control Office.
Retention and Disposal
a. Hard-copy records, including leave slips and leave analysis records, are maintained for 2 years from date of cutoff.
b. Automated information including absence-related corrective action and disciplinary information is maintained as provided for in the National Agreement.
System Manager(s) and Address:
SENIOR VICE PRESIDENT
OPERATIONS
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLAZA SW
WASHINGTON DC 20260-2700
SENIOR VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLAZA SW
WASHINGTON DC 20260-4200
Individuals wanting to know whether information about them is maintained in this system of records must address inquiries to the department or facility head where employed at the time of reporting. Inquiries should contain full name and Social Security number.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedure and Record Access Procedures above.
Information is provided primarily by the record subject; however, some data may be obtained from personnel, leave, and timekeeping and other postal data systems of records.
Law Department, Postal Service Headquarters and field offices.
Individuals involved in litigation or formal administrative proceedings to which the Postal Service is a party or in which information or testimony is sought from Postal Service sources. This system contains only those litigation matters that are not specifically in other Postal Service systems that cover particular litigation subject areas.
Note: These files are a Privacy Act system of records only to the extent that personally identifying information about a person is retrieved from the files by use of the individual's name or other personal identifier. Generally, information in litigation files is retrieved by reference to the case name or number; in those instances where the case name or number is not the personal identifier of an individual, the file is not a Privacy Act system of records.
Formal pleadings, and briefs, investigative reports, exhibits and other documentary evidence, affidavits, discovery documents, decisions and orders, memoranda of law, miscellaneous notes and case analyses prepared by Postal Service attorneys and other personnel, correspondence and telephone records, and other relevant documents.
39 U.S.C. 204, 401, 409(d); 39 CFR Subchapter N.
This information is used to provide legal advice and representation to the Postal Service.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Information contained in these records is public to the extent that the documents have been filed in a court or public administrative proceeding, unless the court or other adjudicative body has ordered otherwise. Such public information, including information about the nature, status, and disposition of the proceeding, may be disclosed to any individual, unless it is determined that release of specific information in the context of a particular case would be an unwarranted invasion of personal privacy.
2. A record may be transferred and information from it disclosed to any federal agency as may be appropriate for the coordinated defense or prosecution of related litigation or the resolution of related claims or issues without litigation.
3. A record may be disclosed in a federal, state, local, or foreign judicial or administrative proceeding under the procedures and practices governing such proceeding.
4. When considered appropriate, records in this system may be referred to a bar association or similar federal, state, or local licensing or regulatory authority for possible disciplinary action.
Storage
Case records are stored in paper folders and on magnetic tape or disk in automated office equipment.
Retrievability
By case name or by case or docket number. Although case files may contain items of information about particular individuals, there is not necessarily a means for retrieving information about a particular individual by the individual's name or other personal identifier.
Safeguards
Folders including paper documents are kept in secure filing cabinets under the scrutiny of Postal Service attorneys. Computer terminals and tape/disk files are in a secured area, and access is restricted to personnel having an official need.
Retention and Disposal
Selected records are retained for as long as subject matter has value for reference and research purposes. All other records are retained in accordance with the applicable Postal Service Retention Schedule. Paper records are destroyed by shredding or burning, and computer tape/disk records are erased.
System Manager(s) and Address:
SENIOR VICE PRESIDENT AND GENERAL COUNSEL
LAW DEPARTMENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1100
Individuals wanting to determine whether this system of records contains information about them should write to the system manager and provide their name and current address, the case number and court of record, if known, the approximate date the action was instituted, and a brief description of the nature of the action.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. The right to access may be limited by various provisions of 5 U.S.C. 552a, including subsection (d)(5).
See Notification and Record Access Procedures above.
Note: Review of requests seeking amendment of records that have been the subject of a judicial or quasi-judicial administrative action will be limited in scope. The amendment provisions of the Act are not intended to permit the alteration of evidence presented during an adjudication, nor are they intended to provide a means for collaterally attacking the finality of a judicial or administrative decision. Review of requests for amendment of adjudicative records will be restricted to determining whether the records accurately reflect the action of the judicial or administrative body ruling on the case, and will not contain a review of the merits of the action, determination, or finding.
Individuals involved in the proceedings, their attorneys or other representatives, agency officials, law enforcement agencies, witnesses, and relevant records.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemptions from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Law Department, Postal Service Headquarters and field offices.
Employees who are charging parties in NLRB cases, or in whose behalf NLRB charges have been filed by a collective bargaining representative.
Note: These files are a Privacy Act system of records only to the extent that personally identifying information about a person is retrieved from the files by use of the individual's name or other personal identifier. Generally, information in litigation files is retrieved by reference to the case name or number. In those instances where the case name or number is not the personal identifier of a person, the file is not a Privacy Act system of records.
a. Formal pleadings and memoranda of law.
b. Other relevant documents.
c. Miscellaneous notes and case analyses prepared by Postal Service attorneys and personnel.
d. Correspondence and telephone records.
39 U.S.C. 401, 409(d), 1208.
This information is used to provide legal advice and representation to the Postal Service.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Information in litigation records is public to the extent that the documents have been filed in a court or public administrative proceeding, unless the court or other adjudicative body has ordered otherwise. Such public information, including information about the nature, status, and disposition of the proceeding, may be disclosed to any individual, unless it is determined that release of specific information in the context of a particular case would be an unwarranted invasion of personal privacy.
2. When appropriate, records in this system may be referred to a bar association or similar federal, state, or local licensing or regulatory authority for possible disciplinary action.
3. A record may be transferred and information from it disclosed to any federal agency as may be appropriate for the coordinated defense or prosecution of related litigation or the resolution of related claims or issues without litigation.
4. A record may be disclosed in a federal, state, local, or foreign judicial or administrative proceeding under the procedures and practices governing such proceeding.
Storage
Case records are stored in paper folders and on magnetic tape or disk in automated office equipment.
Retrievability
By name of charging party or individual in whose behalf a charge has been filed or by NLRB case number.
Safeguards
Case folders are kept in secure filing cabinets in secured buildings or areas under the scrutiny of Postal Service attorneys. Computer terminals and tape/disk files are in a secured area, and access is restricted to personnel having an official need.
Retention and Disposal
Selected records are maintained on an active basis until subject matter has no information value and on an inactive basis for an additional 3 years. All other records are maintained for 5 years. Paper records are shredded and computer tape/disk records are erased at the end of retention period.
System Manager(s) and Address:
SENIOR VICE PRESIDENT AND GENERAL COUNSEL
LAW DEPARTMENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1100
Individuals wanting to determine whether this system of records contains information about them must write to the system manager and provide their name, NLRB case number, if known, and approximate date the action was initiated.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Note: Review of requests seeking amendment of records that have been the subject of a judicial or quasi-judicial administrative action will be limited in scope. The amendment provisions of the Act are not intended to permit the alteration of evidence presented during an adjudication, nor are they intended to provide a means for collaterally attacking the finality of a judicial or administrative decision. Review of requests for amendment of adjudicative records will be restricted to determining whether the records accurately reflect the action of the judicial or administrative body ruling on the case, and will not contain a review of the merits of the action, determination, or finding.
a. Employees involved in NLRB cases.
b. Counsel(s) or other representative(s) for parties involved in the case other than the Postal Service.
c. The National Labor Relations Board and its General Counsel.
d. Other individuals involved in NLRB cases.
Source documents contain case files, investigative reports, and other relevant records.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemptions from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Law Department, Postal Service Headquarters and field offices.
Individuals involved in employee and labor relations litigation.
Note: These files are a Privacy Act system of records only to the extent that personally identifying information about a person is retrieved from the files by use of the individual's name or other personal identifier. Generally, information in litigation files is retrieved by reference to the case name or number. In those instances where the case name or number is not the personal identifier of a person, the file is not a Privacy Act system of records.
a. Pleadings in court cases.
b. Briefs and legal memoranda.
c. Correspondence and telephone messages.
d. Other documents relevant to cases filed in the courts or compiled in contemplation that a case will be filed in the courts.
39 U.S.C. 401, 409(d).
This information is used to provide legal advice and representation to the Postal Service.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Information in litigation records is public to the extent that the documents have been filed in a court or public administrative proceeding, unless the court or other adjudicative body has ordered otherwise. Such public information, including information about the nature, status, and disposition of the proceeding, may be disclosed to any individual, unless it is determined that release of specific information of a particular case would be an unwarranted invasion of personal privacy.
2. When appropriate, records in this system may be referred to a bar association or similar federal, state, or local licensing or regulatory authority for possible disciplinary action.
3. A record may be transferred and information from it disclosed to any federal agency as may be appropriate for the coordinated defense or prosecution of related litigation or the resolution of related claims or issues without litigation.
4. A record may be disclosed in a federal, state, local, or foreign judicial or administrative proceeding under the procedures and practices governing such proceeding.
Storage
Case records are stored in paper folders and on magnetic tape or disk in automated office equipment.
Retrievability
By topic title or name of individual.
Safeguards
Folders are kept in secured filing cabinets in secured buildings or areas under the scrutiny of Postal Service attorneys. Computer terminals and tape/disk files are in a secured area, and access is restricted to personnel having an official need.
Retention and Disposal
Selected records are maintained on an active basis until subject matter has no information value and on inactive basis for additional 3 years. All other records are maintained for 5 years. Paper records are shredded and computer tape/disk records are erased at the end of retention period.
System Manager(s) and Address:
SENIOR VICE PRESIDENT AND GENERAL COUNSEL
LAW DEPARTMENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1100
Individuals wanting to determine whether this system of records contains information about them must write to the System Manager and provide their name, case number, if known, and the approximate date the action was initiated.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Note: Review of requests seeking amendment of records that have been the subject of a judicial or quasi-judicial administrative action will be limited. The amendment provisions of the Act are not intended to permit the alteration of evidence presented during adjudication, nor are they intended to provide a means for collaterally attacking the finality of a judicial or administrative decision. Review of requests for amendment of adjudicative records will be restricted to determining whether the records accurately reflect the action of the judicial or administrative body ruling on the case, and will not contain a review of the merits of the action, determination, or finding.
a. Individuals involved in employee and labor relations matters.
b. Counsel(s) or other representative(s) for parties involved in the case other than the Postal Service.
c. Other individuals involved in this matter.
Source documents contain internal memoranda, court-related documents, case files, and other relevant records.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemptions from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Facilities, Headquarters, and all Facilities Service Offices and Major Facilities Offices.
Owners and tenants of real property purchased or leased by the Postal Service.
Completed claim forms and other documents related to indemnifying occupants of property acquired by the Postal Service. Information in these documents contains name and address of claimant, address of vacated dwelling, itemized expenses incurred in moving, interim renting, and replacement housing.
Uniform Relocation and Assistance and Real Property Acquisition Policies Act of 1970 (Pub. L. 91-646) and 39 U.S.C. 401.
This information is used to adjudicate claims for reimbursement of relocation expenses incurred by owners and tenants of real property acquired by the Postal Service.
General routine use statements a, b, c, d, e, f, g, h, and j listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
May be disclosed to a federal compliance investigator for case or program review.
Storage
In file cabinets in original, typed, printed, or handwritten form.
Retrievability
Alphabetically by claimant name within project file.
Safeguards
Maintained in locked file cabinets in the exclusive custody of Facilities management personnel.
Retention and Disposal
Records are kept for the life of the facility and then destroyed.
System Manager(s) and Address:
VICE PRESIDENT
FACILITIES
UNITED STATES POSTAL SERVICE
4301 WILSON BLVD STE 300
ARLINGTON VA 22203-1861
Claimants wanting to know whether information about them is maintained in this system of records must address inquiries to the same facility to which they applied for relocation benefits.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is obtained from previous dwelling owner or tenant claimant and Postal Service claim reviewers and adjudicators.
Human Resources, Headquarters, and field facilities; Information Systems Service Center.
Employees (or their survivors or agents) making a claim for loss or damage to personal property while on duty.
Forms or written claim of loss or damage, supporting documents such as bills, receipts, repair estimates, replacement estimates, and investigative reports. Data in documents may contain employee name and address, date and description of loss or damage occurrence, insurance coverage and deductible, and amounts of claims.
39 U.S.C. 401, 409(d).
To adjudicate employee claims for loss or damage to their personal property in connection with or incident to their postal employment duties.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Paper documents and computer tape/disk.
Retrievability
By name of claimant.
Safeguards
Folders having paper documents are kept in locked filing cabinets under the scrutiny of Postal Service attorneys. Computer terminal and tape/disk files are in a secured area.
Retention and Disposal
Records are destroyed 3 years from date claim is adjudicated.
System Manager(s) and Address:
VICE PRESIDENT
HUMAN RESOURCES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-4200
Claimants wanting to know whether information about them is maintained in this system of records must address inquiries to the head of the facility where the claim was filed. Headquarters employees must submit their inquiries to the System Manager.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Claimants or their agents making monetary claims for loss or damage to personal property, witnesses, investigative sources, and insurance companies.
Law Department, Postal Service Headquarters and field offices; Postal Inspection Service; District Offices; Post Offices; Information Systems Service Center, and other field installations.
Individuals involved in accidents as a result of postal operations or alleging money damages under the provisions of the Federal Tort Claims Act.
Note: These files are a Privacy Act system of records only to the extent that personally identifying information about a person is retrieved from the files by use of the individual's name or other personal identifier. Generally, information in litigation files is retrieved by reference to the case name or number. In those instances where the case name or number is not the personal identifier of a person, the file is not a Privacy Act system of records.
Accident reports, tort claims filed, documentary evidence in support of tort claims, administrative appeals, payment records, correspondence, locator cards, and papers pertaining to litigation of tort claims. Litigation case files may contain the aforementioned types of records as well as summonses, lists of witnesses, witness statements, litigation reports, copies of processes and formal pleadings, briefs, supporting documents, notes and case analyses, correspondence, telephone records, and other documents related to the litigation.
28 U.S.C. 2671-80, 39 U.S.C. 409(c).
To be used by attorneys and other employees of the Postal Service to consider, settle, and defend against tort claims made against the Postal Service under the Federal Tort Claims Act; to support effective program management by accident prevention and safety officers; and to provide pertinent information regarding safety, accidents, and claims to equipment manufacturers, suppliers, and their insurers.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Records may be transferred to the U.S. Department of Justice, other governmental agencies, and other individuals or entities involved in a claim against the Postal Service, including lessors, insurers, or other parties who may be jointly liable to the claimant or who may owe the Postal Service a duty to defend, insure, indemnify, or contribute, when appropriate, or for use in adjudication, civil litigation, and criminal prosecution.
2. Disclosure may be made to provide members of the American Insurance Association Index System with information related to accidents and injuries.
3. Disclosure may be made to provide information to Postal Service accident prevention and safety officers.
4. Disclosure may be made to furnish information to insurance companies that have named the United States as an additional insured or coinsured party in liability insurance policies.
5. Disclosure may be made to provide information to equipment manufacturers, suppliers, and their insurers for claims considerations and possible improvement of equipment and supplies.
6. Disclosure may be made to respond to a subpoena duces tecum and other appropriate court order and summons.
7. May be disclosed to independent contractors retained by the Postal Service to give advice about the settlement or defense of claims filed against the Postal Service.
8. Information in litigation records is public to the extent that the documents have been filed in a court or public administrative proceeding, unless the court or other adjudicative body has ordered otherwise. Such public information, including information about the nature, status, and disposition of the proceeding, may be disclosed to any individual, unless it is determined that release of specific information of a particular case would be an unwarranted invasion of personal privacy.
9. When considered appropriate, records in this system may be referred to a bar association or similar federal, state, or local licensing or regulatory authority for possible disciplinary action.
Storage
Paper records kept in file folders and other suitable containers. Some information may also be stored on magnetic tape or disk in automated office equipment.
Retrievability
Information may be retrieved by claimant's name or Inspection Service case number. Litigation case files are retrieved by case name or name of plaintiff.
Safeguards
Records are maintained in ordinary filing equipment under scrutiny of postal personnel. Access to computer data is restricted to authorized personnel.
Retention and Disposal
a. Paid Claims and Disallowed Claims (Journal Cases and Litigation Case Files) - Transfer to a Federal Records Center 2 years after final adjudication; destroy when 7 years old.
b. Closed Case Files (Cases Where Claims Were Neither Allowed nor Disallowed) - Transfer to a Federal Records Center when 2 years old; destroy when 5 years old.
c. PDC Payment Records - Transfer to a Federal Records Center when 1 year old; destroy when 4 years old.
d. Locator Cards - Destroy when 7 years old.
System Manager(s) and Address:
SENIOR VICE PRESIDENT AND GENERAL COUNSEL
LAW DEPARTMENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1100
CHIEF POSTAL INSPECTOR
INSPECTION SERVICE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-2100
Individuals wanting to determine whether this system of records contains information about them must write to the head of the facility where the claim was filed and provide full name and date and place of the occurrence that gave rise to the filing of a claim under the Federal Tort Claims Act. Inquiries regarding records maintained by the Inspection Service must be directed to the chief postal inspector. Inquiries regarding records maintained by the Law Department must be directed to the general counsel.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Note: Review of requests seeking amendment of records that have been the subject of a judicial or quasi-judicial administrative action will be limited in scope. The amendment provisions of the Act are not intended to permit the alteration of evidence presented during an adjudication, nor are they intended to provide a means for collaterally attacking the finality of a judicial or administrative decision. Review of requests for amendment of adjudicative records will be restricted to determining whether the records accurately reflect the action of the judicial or administrative body ruling on the case, and will not contain a review of the merits of the action.
Claimants and their attorneys, reports of postal employees involved in accidents, local police reports, Inspection Service investigative reports, American Insurance Association Index reports, and pertinent records from other Postal Service systems of records.
Records or information in this system that have been compiled in reasonable anticipation of a civil action or proceeding are exempt from individual access under 5 U.S.C. 552a(d)(5). In addition, the Postal Service has claimed exemption from certain provisions of the Act for several of its other systems of records as permitted by 5 U.S.C. 552a(j) and (k). See 39 CFR 266.9. To the extent that copies of exempt records from those other systems are incorporated into this system, the exemptions applicable to the original primary system must continue to apply to the incorporated records.
Facilities, Major Facilities, Customer Service Facilities Offices; Facilities Service Offices.
Professional Architect-Engineers.
Information profile on a person's experience and qualifications in the providing architectural engineering services. These profiles may contain firm name and address, name of principals, personnel statistics, history of fee receipts, experience, and names of associate firms.
39 U.S.C. 401.
To facilitate the review and assessment of the qualifications of architect-engineer firms that have potential for selection and award of a contract to perform architect-engineer services under a designated facility project.
General routine use statements a, b, c, d, e, f, g, h, and j listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Printed forms.
Retrievability
State, city, and name of individual or firm.
Safeguards
Records access is limited to authorized personnel in Facilities. Records are retained in filing receptacles in locked quarters and in a secured building facility.
Retention and Disposal
a. Architect-Engineer and Related Services Questionnaire, SF 254 - Destroy when 1 year old.
b. Architect-Engineer and Related Services for Specific Projects, SF 255 - When a contract is awarded, attach form to contract; otherwise, destroy when 1 year old.
System Manager(s) and Address:
VICE PRESIDENT
FACILITIES
UNITED STATES POSTAL SERVICE
4301 WILSON BLVD STE 300
ARLINGTON VA 22203-1861
Any individuals desiring information about this system of records must address their inquiries to the designated system manager and provide his or her name and project title.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Individuals and firms interested in being considered for the negotiation and award of architect-engineer services contracts under the Major Facilities Program.
Logistics, Headquarters; postal facilities employing persons under a surface transportation contract with the Postal Service; and Distribution Network Offices.
Individuals under a surface transportation contract with the Postal Service.
Contractor Employee Assignment Notifications and Personnel Questionnaires that include name, Social Security number, birth date and place, address and employment history, driver's license number, date and type of assignment, route number, and surface transportation contract to which assigned.
39 U.S.C. 401.
To ascertain employees suitability for having an assignment requiring access to mail or postal premises under contract with the Postal Service.
General routine use statements a, b, c, d, e, f, g, h, j, k, and l listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system.
Storage
Originally typed, printed, or handwritten form; magnetic tape and computer printed reports.
Retrievability
Primarily by surface transportation contract and postal locations serviced; secondarily, by individual's Social Security number and name.
Safeguards
Through computerized codes and passwords, access is restricted to offices that are the authority for a specific contract and to only those Post Offices serviced by the contract.
Retention and Disposal
Records are held 1 year after the contract expires, or 1 year following an individual's employment termination with a company that has been awarded a surface transportation contract.
System Manager(s) and Address:
VICE PRESIDENT
OPERATIONS PLANNING
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-7000
Contractors wishing to know whether information about them is maintained in this system of records should address inquiries to the transportation contracting officer. Inquiries should contain full name and surface transportation contract number.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
The contractor.
Logistics, Headquarters; area offices; and postal facilities having contract personnel.
Individuals under contract with the Postal Service.
Fingerprint cards that have prospective contractor's name, Social Security number, address, date and place of birth, personal description characteristics, and fingerprints.
39 U.S.C. 401.
To determine whether a contractor employee has an arrest record and to provide information to the contracting officer with regard to the Postal Service screening procedures.
General routine use statements a, b, c, d, e, f, g, h, j, k, and l listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. All Postal Service fingerprint charts are sent to the Federal Bureau of Investigation.
Storage
Originally typed, printed, or handwritten form.
Retrievability
Contractor employee name.
Safeguards
Kept in locked file cabinets by administrative officials.
Retention and Disposal
Records are kept until employee leaves employment of Postal Service and then are destroyed 2 years later by shredding.
System Manager(s) and Address:
VICE PRESIDENT
OPERATIONS PLANNING
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-7000
Inquiries should be addressed to the contracting officer, Surface Transportation, within the area where employed. Inquiries should contain full name and Social Security number.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Contractor employed by the Postal Service.
Purchasing and Materials offices (Headquarters Purchasing, Purchasing & Materials Service Centers, Topeka Purchasing Service Center, Major Facilities Purchasing, and National Mail Transportation Purchasing); Facilities offices (Headquarters Facilities, Major Facilities Office, Facilities Service Offices, and satellite offices); Distribution Network Offices; Administrative Service Offices at the 85 district offices; Maintenance Support staff doing repair and alteration work in the areas; and postal organizations that have received a special delegation of contracting authority.
Suppliers with whom the Postal Service contracts for the furnishing of supplies and equipment; mail transportation, construction, construction management, maintenance, architect and engineering, environmental, real estate, and other related services; and prospective suppliers and offerors of those goods and services.
Note: Records in this system that mention identifiable individuals consist primarily of proprietary or commercial information. However, some of the records in the system that pertain to individuals may reflect personal information. Only the records reflecting information about an individual are subject to the Privacy Act. The system also contains records concerning corporations and other business entities. These records are not subject to the Privacy Act.
Name, address, telephone number, fax number, e-mail address, Social Security number, tax identification number, socioeconomic status; information about business type and goods or services offered; contract number, dollar value of the contract, and related information; and proprietary proposal information and financial statements.
39 U.S.C. 401.
Information in this system is used to make informed decisions in the contracting process and to provide information for administering contracts and financial record keeping, and upon which to base future purchasing decisions.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. Solicitation mailing lists may be disclosed when, in the judgment of the contracting officer, a purchase is highly competitive and competition will not be harmed by the release, or to provide an opportunity for potential subcontractors seeking business.
2. To a federal, state, or local agency, financial institution, or other appropriate entity for the purpose of verifying an individual's or entity's eligibility or suitability for engaging in a transaction.
3. To any member of the public, a list of lessors of real or personal property to the Postal Service.
4. To any member of the public, a list of entities with whom the Postal Service transacts for goods or services, interests in real property, construction, financial instruments, or intellectual property.
5. To any member of the public, the identity of a successful offeror.
Storage
Paper files and various computer systems that track issued contracts, property lessors, and offerors of goods or services.
Retrievability
By name of individual or business; contract number; tax identification number/Social Security number; and leased facility (for lessor information).
Safeguards
Paper records are accessible only by authorized postal employees and are secured in file cabinets in areas that are restricted during on-duty hours and are locked during non-duty hours. Access to automated records is restricted by computer security technology including the use of passwords. Access is granted on an official need-to-know basis.
Retention and Disposal
a. Contract Case Files - The case file is closed at the end of the fiscal year in which it becomes inactive and disposed of 6 years from that date.
b. Unsuccessful Proposals - Disposed of 1 year after contract is awarded.
c. Leased Real Estate files - The lease file is closed at the end of the calendar year in which the lease or rental agreement expires or terminates and disposed of 6 years and 3 months from that date.
d. Computerized contractor, lessor, and prospective supplier information is maintained indefinitely.
System Manager(s) and Address:
VICE PRESIDENT
PURCHASING AND MATERIALS
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLAZA SW
WASHINGTON DC 20260-6200
VICE PRESIDENT
FACILITIES
UNITED STATES POSTAL SERVICE
4301 WILSON BLVD STE 300
ARLINGTON VA 22203-1861
Individuals wanting to know whether information about them is maintained in this system of records must address inquiries in writing to the system manager(s). Inquiries must contain name and contract number or other identifying information.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification and Record Access Procedures above.
Information is furnished by record's subjects.
Office of the Inspector General (OIG):
1. Headquarters, and
2. respective OIG field offices (see addresses at end of system notice).
a. Subjects of investigations, unsolicited information, surveillance; complainants, informants, witnesses; and other individuals related to investigations.
b. Applicants and current and former Postal Service personnel and contractors and individuals providing information related to employment suitability checks on those individuals.
c. Applicants for and appointees to sensitive positions in the Postal Service and individuals providing information related to security clearance checks on those individuals.
Information within this system relates to OIG investigations carried out under applicable statutes, regulations, policies, and procedures. The investigations may relate to criminal, civil, or administrative matters, including personnel suitability and security clearance. Generally, investigative case files are physically located in the responsible OIG field office or at Headquarters. These files may contain investigative reports, background data including arrest records, statements of informants and witnesses, laboratory reports of evidence analysis, search warrants, summons and subpoenas, and other information related to the investigation. Personal data in the system may consist of fingerprints, handwriting samples, reports of confidential informants, physical identifying data, voiceprints, polygraph tests, photographs, and individual personnel and payroll information. OIG database systems contain additional or summary duplicative case files and other information in support of investigations. In addition, OIG Headquarters and field offices maintain reference files and indexes, as needed, for quick access in day-to-day operations.
The specific authority for the OIG to investigate postal offenses and civil matters relating to the Postal Service is conferred at 39 U.S.C. 202(e)(1) - (3) and 404(a)(7); 18 U.S.C. 3061; and 5 U.S.C. App 3. In the exercise of that authority, the OIG conducts investigations under all appropriate federal statutes and administrative rules.
39 U.S.C. 202 and 404, 18 U.S.C. 3061, and 5 U.S.C. App. 3.
To provide information related to investigation of criminal, civil, or administrative matters, including employee and contractor background investigations.
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and m listed in the prefatory statement at the beginning of the Postal Service's published system notices apply to this system. Other routine uses are as follows:
1. When conducting any official investigation or during a trial or hearing or the preparation of a trial or hearing, a record may be disseminated to an agency, organization, or individual when reasonably necessary to elicit information relating to the investigation, trial, or hearing or to obtain the cooperation of a witness or informant.
2. A record relating to a case or matter may be disseminated to a federal, state, or local administrative or regulatory proceeding or hearing, in accordance with the procedures governing such proceeding or hearing.
3. A record relating to a case or matter may be disseminated in an appropriate federal, state, local, or foreign court or grand jury proceeding, in accordance with established constitutional, substantive, or procedural law or practice.
4. A record relating to a case or matter may be disseminated to an actual or potential party or his or her attorney for the purpose of negotiation or discussion on such matters as settlement of the case or matter, plea bargaining, or informal discovery proceedings.
5. A record relating to a case or matter that has been referred by an agency for investigation, prosecution, or enforcement or that involves a case or matter within the jurisdiction of an agency may be disseminated to such agency to notify the agency of the status of the case or matter, or of any decision or determination that has been made, or to make such other inquiries and reports as are necessary during the processing of the case or matter.
6. A record relating to a person held in custody pending or during arraignment, trial, sentence, or extradition proceedings or after conviction may be disseminated to a federal, state, local, or foreign prison, probation, parole, or pardon authority or to any other agency or individual involved with the maintenance, transportation, or release of such a person.
7. A record relating to a case or matter may be disseminated to a foreign country under an international treaty or convention entered into and ratified by the United States or under an executive agreement.
8. A record may be disseminated to a federal, state, local, foreign, or international law enforcement agency to assist in the general crime prevention and detection efforts of the recipient agency or to provide investigative leads to such agency.
9. A record from this system may be disclosed to the public, news media, trade associations, or organized groups to provide information of interest to the public about the activities and the accomplishments of the Postal Service or its employees.
10. A record may be disseminated to a foreign country, through the United States Department of State or directly to the representative of such country, to the extent necessary to assist such country in apprehending or returning a fugitive to a jurisdiction that seeks that individual's return.
11. A record may be disclosed to members of the American Insurance Association Index System to provide them with information relating to accidents and injuries.
Storage
Case records are stored in paper folders. Abbreviated, summary, and identifying information pertaining to cases and criminal intelligence information are stored on computer storage media.
Retrievability
Name of the individual who is the subject of the file.
Safeguards
Investigative records are maintained in locked file cabinets, safes, or secured areas under the scrutiny of OIG personnel who have been subjected to security clearance procedures. Access is further restricted by computer passwords when stored in electronic format. Automated records can only be accessed through authorized terminals by authorized users. Computer software has been designed to protect data by controlling access, logging actions, and reporting exceptions and violations.
Retention and Disposal
a. Records are maintained 1 to 15 years, depending on type. Exceptions may be granted for longer retention in specific instances. Paper records are destroyed by burning, pulping, or shredding. Computer tape/disk records are erased or destroyed.
b. Duplicate copies of investigative memorandums maintained by postal officials other than OIG are retained in accordance with a generally applicable Postal Service retention schedule rather than the OIG disposition schedules.
System Manager(s) and Address:
INSPECTOR GENERAL
UNITED STATES POSTAL SERVICE
1735 N LYNN ST
ARLINGTON VA 22209-2020
Individuals wanting to know whether information about them is in this system of records or if they were the subject of an investigation must furnish the system manager sufficient identifying information to distinguish them from other individuals of like name; identifying data will contain date of birth, name, address, type of investigation, dates, places, and the individual's involvement.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6. The address is:
OIG FREEDOM OF INFORMATION/PRIVACY ACTS
OFFICER
1735 N LYNN ST
ARLINGTON VA 22209-2020
TELEPHONE: (703) 248-2300
See Notification and Record Access Procedures above.
Personal interviews, written inquiries, and other records about individuals involved with an investigation, whether subjects, applicants, witnesses, references, or custodians of record information.
The Postal Service has established regulations at 39 CFR 266.9 that exempt information contained in this system of records from various provisions of the Privacy Act depending on the purpose for which the information was gathered and for which it will be used. Compliance with the disclosure (5 U.S.C. 552a(d)) and other subsections of the Act are not compatible with investigative practice and would substantially compromise the efficacy and integrity of OIG operations. The purposes for which records are kept within this system and the exemptions applicable to those records are as follows:
a. Criminal law enforcement - Under 5 U.S.C. 552a(j)(2), information compiled for this purpose is exempt from all the provisions of the Act except the following sections: (b), (c)(1) and (2), (e)(4)(A) through (F), (e)(6), (7), (9), (10), (11), and (i).
b. Non-criminal investigatory - under 5 U.S.C. 552a(k)(2), material compiled for law enforcement purposes (and not exempted by 5 U.S.C. 552a(j)(2)) is exempted from the following provisions of the Act: (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f).
c. Background investigations - material compiled solely for the purpose of a background security investigation is exempted by 5 U.S.C. 552a(k)(5) from the following provisions of the Act: (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f).
Part 2 contains the complete text of the Postal Service's Customer-related-Privacy Act systems of records.
Postal Service National Customer Support Center (NCSC), Computerized Forwarding System (CFS) sites, Post Offices, and contractor sites.
Customers requesting change of address, mail forwarding or other related services either online or offline. Customers who are victims of a natural disaster who request mail forwarding services through the American Red Cross.
1. Customer information: name, title, signature, customer number, old address, new address, filing date, and other contact information.
2. Verification and payment information: credit and/or debit card number, type, and expiration date; information for identity verification; billing information.
3. Demographic information: designation as individual/ family/business.
4. Customer preferences: permanent or temporary move, mail forwarding instructions, service requests and responses.
5. Customer inquiries and comments: description of service requests and responses.
6. Records from service providers, including for move-related services, such as name of provider; customer name, number, and contact information; information related to products purchased, billing, and customer service; and records for identity verification.
7. Optional customer information: information a customer chooses to save to apply to future transactions, such as names, addresses, proof of identification, billing, and other information used to request a service.
8. Protective Orders.
39 U.S.C. 401, 403, and 404.
1. To provide mail forwarding and change of address services.
2. To provide address correction services.
3. To provide address information to the American Red Cross about a customer who has been relocated because of disaster.
4. To provide customers the ability to contact providers of move-related services (e.g., moving vans or supplies).
In addition to the standard routine uses for customer-related systems, the following additional routine uses also apply:
a. Disclosure upon request. The new address of a specific business or organization that has filed a permanent change of address order may be furnished to any individual on request.
Note: The new address of an individual or family will not be furnished pursuant to this routine use, but only when authorized by one of the standard routine uses listed above or one of the specific routine uses listed below.
b. Disclosure for Address Correction. Disclosure of any customer's new permanent address may be made to a mailer, only if the mailer is in possession of the old address: from the National Change of Address file, if the mailer is seeking corrected addresses for a mailing list; from the Computerized Forwarding System, if a mailpiece is undeliverable as addressed; or from the Locatable Address Correction System, if an address designation has been changed or assigned. Copies of change of address orders may not be furnished.
c. Disclosure for Voter Registration. Any customer's permanent change of address may be disclosed to a duly formed election board or registration commission using permanent voter registration. Copies of change of address orders may be furnished.
d. Disclosure to Government Agency. Any customer's permanent or temporary change of address information may be disclosed to a Federal, state, or local government agency upon prior written certification that the information is required for the performance of its duties. A copy of the change of address order may be furnished. Name and address information may be disclosed to government planning authorities, or firms under contract with those authorities, if an address designation has been changed or assigned.
e. Disclosure to Law Enforcement Agency. Any customer's permanent or temporary change of address information may be disclosed to a law enforcement agency for oral requests made through the Postal Inspection Service, but only after the Postal Inspection Service has confirmed that the information is needed for a criminal investigation. A copy of the change of address order may be furnished.
f. Disclosure for Service of Process. Any customer's permanent or temporary change of address information may be disclosed to a person empowered by law to serve legal process, or the attorney for a party in whose behalf service will be made, or a party who is acting pro se, upon receipt of written information that meets prescribed certification requirements. Disclosure will be limited to the address of the specifically identified individual (not other family members or individuals whose names may also appear on the change of address order). A copy of the change of address order may not be furnished.
g. Disclosure for Jury Service. Any customer's change of address information may be disclosed to a jury commission or other court official, such as a judge or court clerk, for purpose of jury service. A copy of the change of address order may be furnished.
h. Disclosure at Customer's Request. If the customer elects, change of address information may be disclosed to government agencies or other entities, and requests for move-related services may be forwarded to the specified service provider.
Storage
Change of address orders are maintained on file at the delivery unit. They are filed alphabetically by name within a month. Records generated from the source document are recorded on the Forwarding Control system file server and on 8-mm tapes at Computerized Forwarding System units. Electronic change of address records and related service records are also stored on disk and/or magnetic tape in a secured environment. Change of address records are consolidated in a National Change of Address (NCOA) File at the NCSC. Selected extracts of NCOA are provided to a limited number of firms under contract or license agreement with the Postal Service. Records pertaining to move-related services are also transmitted to specific service providers, including government agencies and private companies under contract to the Postal Service.
Retrievability
Records are retrieved by the following methods:
• For paper records: by name, address, date, and ZIP Code.
• For electronic records: by name, address, date, ZIP Code, and customer number for electronic change of address and related service records; by name, address, and e-mail address for customer service records; by service provider name or number for service provider records.
Safeguards
Access to and use of these records is limited to those individuals whose official duties require such access. Contractor/licensee is subject to contract controls and unannounced onsite audits and inspection by the Postal Inspection Service.
Retention and Disposal
National change of address records are retained for 4 years from the effective date.
Records saved at the customer's option are retained until the customer notifies the Postal Service to delete the previous transaction records or the account is disabled for inactivity. The customer may request modifications to saved records at any time, and those modifications will be executed upon receipt of that request.
All other records are retained for up to 18 months.
Records are destroyed or deleted at the end of the retention period.
System Manager(s) and Address:
CHIEF TECHNOLOGY OFFICER AND SENIOR VICE
PRESIDENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1500
VICE PRESIDENT
DELIVERY AND RETAIL
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1600
Customers wanting to know if information about them is maintained in this system of records should address inquiries to their local postmaster. Inquiries should contain full name, address, effective date of change order, route number (if known), and ZIP Code. Customers wanting to know if information about them is also maintained in the National Change of Address File should address such inquiries to:
MANAGER NCOA
NATIONAL CUSTOMER SUPPORT CENTER
UNITED STATES POSTAL SERVICE
6060 PRIMACY PARKWAY
MEMPHIS TN 38188-0001
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedures and Record Access Procedures above.
Customers, personnel, and service providers.
Information Systems Service Centers (ISSC), Postal Service Headquarters Marketing, and contractor sites.
Customers who register via the Postal Service Web site: www.usps.com.
1. Customer information: name, customer ID(s), company name, job title and role, home, business, and billing address, home and business phone and fax number, e-mail, URL, Automated Clearing House (ACH) information.
2. Identity verification information: question, answer, username, user ID, and password.
3. Business-specific information: business type and location, business IDs, annual revenue, number of employees, industry, nonprofit rate status, product usage information, annual and/or monthly shipping budget, payment method and information, planned use of product, and age of Web site.
4. Customer preferences: preferences to receive Postal Service marketing information, preferences to receive marketing information from Postal Service partners, preferred means of contact, preferred e-mail format, product and/or service marketing preference.
5. Customer feedback: method of referral to Web site.
6. Registration information: date of registration.
39 U.S.C. 401, 403, and 404.
1. To provide online registration services for customers.
2. To obtain accurate contact information in order to deliver requested products, services, and other material.
3. To authenticate customer logon information for www.usps.com.
4. To permit customer feedback in order to improve www.usps.com or Postal Service products and services.
5. To enhance understanding and fulfillment of customer needs.
The standard routine uses for customer-related systems apply.
Storage
Automated database, computer storage media, and paper.
Retrievability
By customer name, customer ID(s), phone number, or mail or e-mail address.
Safeguards
Paper records, computers, and computer storage tapes and disks are maintained in controlled-access areas or under general supervision of program personnel. Computers are protected by a cipher lock system, card key system, or other physical access control methods. Computer systems are also protected with an installed security software package, computer logon identifications, and operating system controls including access controls, terminal and use identifications, and file management. Online data transmissions are protected by encryption.
For small business registration, computer storage tapes and disks are maintained in controlled-access areas or under general scrutiny of program personnel. Access is controlled by logon ID and password, as authorized by the Marketing organization via secure Web site. Online data transmissions are protected by encryption.
Access to these records is limited to authorized personnel. Contractors must provide similar protection subject to a security compliance review by the Postal Inspection Service.
Retention and Disposal
ACH records are retained for up to 2 years.
Records stored in the registration database are retained until the customer cancels the profile record, for 3 years after the customer last accesses records, or until the relationship ends.
For small business registration, records are retained for 5 years after the relationship ends.
Records are destroyed or deleted at the end of the retention period.
System Manager(s) and Address:
CHIEF MARKETING OFFICER AND SENIOR VICE
PRESIDENT
UNITED STATES POSTAL SERVICE
1735 N LYNN ST
ARLINGTON VA 22209-6000
Customers wanting to know if information about them is maintained in this system of records must address inquiries in writing to the system manager. Inquiries must contain name, address, and other identifying information.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedure and Record Access Procedures above.
Customers.
Postal Service Marketing Headquarters; Information Systems Service Centers (ISSC); Philatelic Fulfillment Centers; Post Offices; and contractor sites.
Customers who place orders and/or make payment for Postal Service products and services through www.usps.com.
1. Customer information: name, customer ID(s), phone and/or fax number, mail and e-mail address.
2. Payment information: credit and/or debit card number, type, and expiration date, billing information, Automated Clearing House (ACH) information.
3. Shipping and transaction information: product and/or service ID numbers, descriptions, and prices; name and address(es) of recipients; order number and delivery status; electronic address lists; electronic documents or images; job number.
4. Claims submitted for defective merchandise.
39 U.S.C. 401, 403, and 404.
1. To fulfill orders for Postal Service products and services.
2. To promote increased use of the mail by providing electronic document preparation and mailing services for customers.
3. To provide shipping supplies and services, including return receipts and labels.
4. To provide recurring ordering and payment services for products and services.
The standard routine uses for customer-related systems apply.
Storage
Automated databases, computer storage media, and paper.
Retrievability
By customer name, customer ID(s), phone number, mail or e-mail address, or job number.
Safeguards
Paper records and computer storage tapes and disks are maintained in controlled-access areas or under general supervision of program personnel. Computers containing information are located in controlled-access areas with personnel access controlled by a cipher lock system, card key system, or other physical access control method. Computer systems are protected with an installed security software package, computer logon identifications, and operating system controls including access controls, terminal and user identifications, and file management. Online data transmission is protected by encryption, dedicated lines, and authorized access codes. For shipping supplies, data is protected within a stand-alone system within a controlled-access facility.
Access to these records is limited to those persons whose official duties require such access. Contractors must provide similar protection subject to contract controls and security compliance review by the Postal Inspection Service.
Retention and Disposal
Records related to mailing online and online tracking and/or confirmation services supporting a customer order are retained for up to 30 days from completion of fulfillment of the order, unless retained longer by request of the customer. Records related to shipping services and domestic and international labels are retained for 90 days. Delivery Confirmation and return receipt records are retained for 6 months. Signature Confirmation records are retained for 1 year. ACH records are retained for up to 2 years.
Other customer records are retained for 3 years after the customer relationship ends.
Records are destroyed or deleted at the end of the retention period.
System Manager(s) and Address:
CHIEF MARKETING OFFICER AND SENIOR VICE
PRESIDENT
UNITED STATES POSTAL SERVICE
1735 N LYNN ST
ARLINGTON VA 22209-6000
Customers wanting to know if information about them is maintained in this system of records must address inquiries in writing to the system manager. Inquiries must contain name, address, customer ID(s), and order number, if known.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedures and Record Access Procedures above.
Customers.
Postal Service Marketing Headquarters; Information Systems Service Centers (ISSC); Philatelic Fulfillment Service Center; area and district facilities; Post Offices; and contractor sites.
Customers who register for Postal Service programs, place orders, and/or make payment for Postal Service products and services via offline means.
1. Customer information: name, customer ID(s), company name, job title, home, business, and billing address(es), phone number(s), fax number(s), e-mail, URL, verification question and answer, username, and password.
2. Payment information: credit and/or debit card number, type, and expiration date; billing name and address; check; money order, Automated Clearing House (ACH) information.
3. Shipping information: product and/or service ID number, name and address of recipient.
4. Customer preferences: preferences to receive Postal Service marketing information, preferences to receive marketing information from Postal Service partners, preferred contact media, preferred e-mail format, product and/or service marketing preference.
5. Customer feedback: method of referral.
6. Order processing: inquiries on status of orders; claims submitted for defective merchandise; lists of individuals who have submitted bad checks.
39 U.S.C. 401, 403, and 404.
1. To provide offline registration services for customers.
2. To fulfill requests for Postal Service products, services, and other materials.
3. To authenticate customer information and permit customer feedback.
4. To operate recurring ordering and payment services for products and services.
5. To enhance understanding and fulfillment of customer needs.
The standard routine uses for customer-related systems apply.
Storage
Automated databases, computer storage media, and paper forms.
Retrievability
By customer name, customer ID(s), phone number, mail or e-mail address, or order number.
Safeguards
Paper records and computer storage tapes and disks are maintained in controlled-access areas or under general scrutiny of program personnel. Computers containing information are located in controlled-access areas with personnel access controlled by a cipher lock system, card key system, or other physical access control method. Computer systems are protected with an installed security software package, computer logon identifications, and operating system controls including access controls, terminal and user identifications, and file management. Online data transmission is protected by encryption, dedicated lines, and authorized access codes. For shipping supplies, data is protected within a stand-alone system within a controlled-access facility.
Access to these records is limited to those persons whose official duties require such access. Contractors must provide similar protection subject to contract controls and security compliance review by the Postal Inspection Service.
Retention and Disposal
ACH records are retained for up to 2 years. Other records are retained for up to 3 years after the customer relationship ends.
Records are destroyed or deleted at the end of the retention period.
System Manager(s) and Address:
CHIEF MARKETING OFFICER AND SENIOR VICE
PRESIDENT
UNITED STATES POSTAL SERVICE
1735 N LYNN ST
ARLINGTON VA 22209-6000
Customers wanting to know if information about them is maintained in this system of records must address inquiries in writing to the system manager. Inquiries must contain name, address, and other identifying information.
Requests for access much be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedure and Record Access Procedures above.
Customers.
Postal Service Headquarters; Information Systems Service Centers (ISSC); National Customer Support Center (NCSC); district facilities; detached mailing units; and facilities that access Postal Service computers.
Customers who apply for mail management and tracking products or services.
1. Customer information: applicant and key contacts name, mail and e-mail address, phone number, fax number, customer ID(s), job title and/or role, employment status, company name, location, industry, monthly shipping budget, annual revenue, payment information, Automated Clearing House (ACH) information.
2. Customer or product identification and authentication: user and manager customer ID(s) and/or passwords; customer signature, date, last four digits of Social Security number (SSN); Postal Service site; security personnel name, signature, date, telephone number, and last four digits of Social Security number (SSN); Postal Service location information; D-U-N-S Number; postage meter numbers; permit numbers; POSTNET code; mailer ID(s); publication name(s) and ID(s); and name(s) of authorized users.
3. Mail practices and delivery information: type of mailing equipment and/or containers used, mail preparation information, drop shipment sites and codes, compatibility with mailing automation equipment, presort options and tests, frequency of mailings, mail volume, primary type of mailing, destination information, use of contracted mail services, names and addresses of contractors and advertisers, publication name(s) and ID(s), and appointment times.
4. Technical information: hardware, software, and equipment names, types, versions, and specifications; media preferences; mail site specifications.
5. Product usage and payment information: package volumes, package weights, product ordered, quantity ordered, billing information, products used, ordered date, inventory date, and usage measure dates.
6. Customer feedback: method of referral.
39 U.S.C. 401, 403, and 404.
1. To provide application services for mail management and tracking products and services.
2. To authenticate applicant information, assign computer logon IDs, and qualify and assist users.
3. To provide product and/or service updates, service, and support.
4. To collect accurate technical data to ensure the proper operation of electronic data transmission and software.
The standard routine uses for customer-related systems apply.
Storage
Automated database, computer storage media, and paper.
Retrievability
By customer name, customer ID(s), or logon ID.
Safeguards
Paper records, computers, and computer storage tapes and disks are maintained in controlled-access areas or under general supervision of program personnel. Computers are protected by a cipher lock system, card key system, or other physical access control methods. Computer systems are also protected with an installed security software package, computer logon identifications, and operating system controls including access controls, terminal and use identifications, and file management. Online data transmissions are protected by encryption.
Access to these records is limited to authorized personnel, who must be identified with a badge. Contractors must provide similar protection subject to a security compliance review by the Postal Inspection Service.
Retention and Disposal
Logon records are retained for 1 year after computer access. ACH records are retained for up to 2 years. Security access records are retained for 2 years after computer access privileges are cancelled. Other customer records are retained for 4 years after the customer relationship ends. Records are deleted or destroyed at the end of the retention period.
System Manager(s) and Address:
CHIEF MARKETING OFFICER AND SENIOR VICE
PRESIDENT
UNITED STATES POSTAL SERVICE
1735 N LYNN ST
ARLINGTON VA 22209-6000
Customers wanting to know if information about them is maintained in this system of records must address inquiries in writing to the system manager. Inquiries should contain name, customer ID(s), if any, and/or logon ID.
Requests for access much be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedure and Record Access Procedures above.
Customers.
Postal Service Headquarters; Information Systems Service Centers (ISSC); and Mail Transportation Equipment Service Centers.
Customers who use Postal Service mail management and tracking services.
1. Customer information: customer or contact name, mail and e-mail address, title or role, and phone number.
2. Identification information: customer ID(s), last four digits of Social Security number (SSN), D-U-N-S Number; mailer and mailing ID, Advertiser name/ID, username and password.
3. Data on mailings: paper and electronic data on mailings, including postage statement data (such as volume, class, rate, postage amount, date and time of delivery, mailpiece count), destination of mailing, delivery status, mailing problems, presort information, Reply Mailpiece information, container label numbers, package label, Special Services label, article number, and permit numbers.
4. Payment information: credit and/or debit card number, type, and expiration date; Automated Clearing House (ACH) information.
5. Customer preference data: hold mail begin and end date, redelivery date, delivery options, shipping and pickup preferences, drop ship codes, comments and instructions, mailing frequency, preferred delivery dates.
6. Product usage information: Special Services label and article number.
39 U.S.C. 401, 403, and 404.
1. To provide mail acceptance, induction, and scheduling services.
2. To fulfill orders for mail transportation equipment.
3. To provide customers with information about the status of mailings within the Postal Service network.
4. To help mailers identify performance issues regarding their mail.
5. To provide delivery units with information needed to fulfill requests for mail redelivery and hold mail service at the address and for the dates specified by the customer.
The standard routine uses for customer-related systems apply.
Storage
Automated databases, computer storage media, and paper.
Retrievability
By customer name, customer ID(s), or logon ID.
Safeguards
Paper records, computers, and computer storage tapes and disks are maintained in controlled-access areas or under general supervision of program personnel. Computers are protected by a cipher lock system, card key system, or other physical access control methods. Computer systems are also protected with an installed security software package, computer logon identifications, and operating system controls including access controls, terminal and use identifications, and file management. Online data transmissions are protected by encryption.
Access to these records is limited to authorized personnel, who must be identified with a badge. Contractors must provide similar protection subject to a security compliance review by the Postal Inspection Service.
Retention and Disposal
CONFIRM records are retained for up to 30 days. Records related to ePubWatch, Confirmation Services and hold mail services are retained for up to 1 year. Special Services and drop ship records are retained for 2 years. ACH records are retained for up to 2 years.
Other records are retained for 4 years after the relationship ends.
Records are destroyed or deleted at the end of the retention period.
System Manager(s) and Address:
CHIEF MARKETING OFFICER AND SENIOR VICE
PRESIDENT
UNITED STATES POSTAL SERVICE
1735 N LYNN ST
ARLINGTON VA 22209-6000
Customers wanting to know if information about them is maintained in this system of records must address inquiries in writing to the system manager. Inquiries should contain name, customer ID(s), if any, and/or logon ID.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedures and Record Access Procedures above.
Customers.
Postal Service Consumer Advocate, Headquarters; Information Systems Service Centers (ISSC); the Integrated Business Systems Solutions Center (IBSSC); the National Customer Support Center (NCSC); districts, Post Offices, contractor sites; and detached mailing units at customer sites.
This system contains records relating to customers who contact customer service by online and offline channels. This includes customers making inquiries via e-mail, 1-800-ASK-USPS, other toll-free contact centers, or the Business Service Network (BSN), as well as customers with product-specific service or support issues.
1. Customer information: customer and key contact name, mail and e-mail address, phone and/or fax number; customer ID(s); title, role, and employment status; company name, location, type and URL; vendor and/or contractor information.
2. Identity verification information: last four digits of Social Security number (SSN), username and/or password, D-U-N-S Number, mailer ID number, publisher ID number, security level and clearances, and business customer number.
3. Product and/or service use information: product and/or service type, product numbers, technology specifications, quantity ordered, logon and product use dates and times, case number, pickup number, article number, and ticket number.
4. Payment information: credit and/or debit card number, type, and expiration date; billing information; checks, money orders, or other payment method.
5. Customer preferences: drop ship sites and media preference.
6. Service inquiries and correspondence: contact history; nature of inquiry, dates and times, comments, status, resolution, and Postal Service personnel involved.
39 U.S.C. 401, 403, and 404.
1. To enable review and response services for customer inquiries and concerns regarding the Postal Service and its products and services.
2. To ensure that customer accounts and needs are attended to in a timely manner.
The standard routine uses for customer-related systems apply.
Storage
Automated databases, computer storage media, and paper.
Retrievability
By customer name, customer ID(s), mail or e-mail address, phone number, customer account number, case number, article number, pickup number, and last four digits of SSN, ZIP Code, or other customer identifier.
Safeguards
Paper records, computers, and computer storage tapes and disks are maintained in controlled-access areas or under general supervision of program personnel. Computers are protected by a cipher lock system, card key system, or other physical access control methods. Computer systems are also protected with an installed security software package, computer logon identifications, and operating system controls including access controls, terminal and use identifications, and file management. Online data transmissions are protected by encryption.
Access to these records is limited to authorized personnel, who must be identified with a badge. Contractors must provide similar protection subject to a security compliance review by the Postal Inspection Service.
Retention and Disposal
Customer care records for www.usps.com products are retained for 90 days. Records related to 1-800-ASK-USPS, Delivery Confirmation, Special Services, and international call centers are retained for 1 year. Customer complaint records are retained for 3 years. Business Service Network records are retained for 5 years. Other records are retained for 2 years after resolution of the inquiry. Records are deleted or destroyed at the end of the retention period.
System Manager(s) and Address:
VICE PRESIDENT AND CONSUMER ADVOCATE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-2200
Customers wanting to know if information about them is maintained in this system of records must address inquiries to the system manager in writing. Inquiries should include name, address, and other identifying information.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedures and Record Access Procedures above.
Customers.
Postal Service Headquarters, Prohibitory Order Processing Center, districts, Information Systems Service Centers (ISSC), and Post Offices.
1. Customers requesting delivery of mail through an agent and the agent to whom the mail is to be delivered.
2. Customers who are visually disabled and cannot use or read conventionally printed material and who are receiving postage-free service in their delivery areas.
3. Customers whose mailboxes do not comply with Postal Service standards and regulations.
4. Customers who elect to have their name and address, or the name and address of their children under 19 years of age or a deceased spouse, placed on the list of individuals who do not want to receive sexually oriented advertisements through the mail.
1. Customer information: name, address, phone number, customer ID(s), signature, application number, names and birth dates of children under 19; reports of mailbox irregularities and date; postmaster signature.
2. Verification information: photocopies of IDs, customer name, address, signature, statement from competent authority as being visually impaired.
3. Agency information: agent name, address, signature, and phone number.
39 U.S.C. 401, 403, 404, 3010, and 3403.
1. To provide for efficient and secure mail delivery services.
2. To permit authorized delivery of mail to the addressee's agent.
3. To enable the efficient processing of mail for visually disabled customers.
4. To protect customers from mail fraud and identity theft.
5. To maintain a list, available to mailers of sexually oriented advertisements (SOAs), of individuals desiring not to receive such matter through the mail.
In addition to the standard routine uses for customer-related systems, the following additional routine use also applies:
Information may be disclosed for the purpose of identifying an address as an address of an agent to whom mail is delivered on behalf of other persons. This routine use does not authorize the disclosure of the identities of persons on behalf of whom agents receive mail.
All routine uses are subject to the following exception:
Information concerning an individual who has filed an appropriate protective court order with the postmaster will not be disclosed under any of the general routine uses except pursuant to the order of a court of competent jurisdiction.
Storage
Automated databases, computer storage media, and paper.
Retrievability
By customer name, address, and application number, or by customer ID(s).
Safeguards
Records are kept in file cabinets or computer storage with access limited to those individuals whose official duties require such access. Contractors are subject to contract controls and unannounced on-site audits and inspection by the Postal Inspection Service. Automated records are subject to computer center access controls.
Retention and Disposal
Records related to requests not to receive sexually oriented advertisements are retained for up to 5 years after request.
Other records are retained for 1 year from the date the customer relocates, cancels an order, corrects a cited mailbox irregularity, or terminates the special instruction.
Records are deleted or destroyed at the end of the retention period.
System Manager(s) and Address:
• For SOA records:
VICE PRESIDENT
PRICING AND CLASSIFICATION
UNITED STATES POSTAL SERVICE
1735 N LYNN STREET
ARLINGTON VA 22209-6003
• For other delivery records:
VICE PRESIDENT
DELIVERY AND RETAIL
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-1600
Customers wanting to know if information about them is maintained in this system pertaining to mail delivery by agents, noncompliant mailboxes, or with regard to free matter for the visually disabled, must address inquiries to their local postmasters. Customers should include name, address, and other identifying information.
Customers wanting to know if information about them is maintained in this system pertaining to requests not to receive sexually oriented advertising must address inquiries to the system manager. Customers should include name, address, application number, and the date of filing, if applicable.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedures and Record Access Procedures above.
Customers; cosigners of the request for delivery of mail through an agent; medical personnel or other competent authorities; and Postal Service personnel.
Postal Service Mail Recovery Centers, Information Systems Service Centers (ISSC), participating Post Offices and contractor sites.
Customers who participate in or request information about Postal Service auctions.
1. Customer information: name, customer ID(s), mail and e-mail address, and phone number.
2. Payment information: online transaction information, credit and/or debit card number, type, and expiration date; check, or money order.
3. Customer feedback: means of referral.
39 U.S.C. 401, 403, and 404.
1. To maintain a list of names and addresses of customers participating in or requesting information about auctions.
2. To accurately process delivery and payment.
The standard routine uses for customer-related systems apply.
Storage
Automated databases, computer storage media, and paper.
Retrievability
By customer name, customer ID(s), or other identifier.
Safeguards
Paper records and disks are kept in locked cabinets. Online data is password protected.
Retention and Disposal
Records are retained for up to 1 year after entry.
Records are deleted or destroyed at the end of the retention period.
System Manager(s) and Address:
VICE PRESIDENT AND CONSUMER ADVOCATE
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-2200
Customers wanting to know if information about them is maintained in this system must address inquiries to the postmaster of the participating Post Office, or to the system manager for online auctions. Inquiries must contain full name, address, and other identifying information.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedures and Record Access Procedures above.
Customers.
Postal Service Headquarters; Information Systems Service Centers; Accounting Service Centers; anti-money laundering support group; and contractor sites.
1. Customers who use online payment or funds transfer services.
2. Customers who file claims or make inquiries related to online payment services, funds transfers, money orders, and stored-value cards.
3. Customers who purchase funds transfers or stored-value cards in an amount of $1,000 or more per day, or money orders in an amount of $3,000 or more per day, or who purchase or redeem any such services in a manner requiring collection of information as potential suspicious activities under anti-money laundering requirements. Recipients of funds transfers and the beneficiaries of funds from money orders totaling $10,000 in one day.
1. Customer information: name, customer ID(s), mail and e-mail address, telephone number, occupation, type of business, and customer history.
2. Identity verification information: date of birth, username and/or ID, password, Social Security number (SSN) or tax ID number, and driver's license number (or other type of ID if driver's license is not available, such as alien registration number, passport number, military ID, tax ID number).
Note: For online payment services, SSNs are collected, but not retained, in order to verify ID.
3. Billers registered for online payment services: biller name and contact information, bill detail, and bill summaries.
4. Transaction information: name, address, and phone number of purchaser, payee, and biller; amount, date, and location; credit and/or debit card number, type, and expiration; sales, refunds, and fees; type of service selected and status; sender and recipient bank account and routing number; bill detail and summaries; transaction number, serial number, and/or reference number or other identifying number, pay out agent name and address; type of payment, currency, and exchange rate; Post Office information such as location, phone number, and terminal; employee ID numbers, license number and state, and employee comments.
5. Information to determine creditworthiness: period at current residence, previous address, period of time with same phone number.
6. Information related to claims and inquiries: name, address, phone number, signature, SSN, location where product was purchased, date of issue, amount, serial number, and claim number.
39 U.S.C. 401, 403, & 404, and 31 U.S.C. 5318, 5325, 5331 and 7701.
1. To provide financial products and services.
2. To respond to inquiries and claims related to financial products and services.
3. To fulfill requirements of anti-money laundering statutes and regulations.
The standard routine uses for customer-related systems apply. Legally required disclosures to agencies for law enforcement purposes include disclosures of information relating to money orders, funds transfers, and stored-value cards, as required by anti-money laundering statutes and regulations.
Storage
Automated database, computer storage media, microfiche, and paper.
Retrievability
For online payment and funds transfer services, information is retrieved by customer name, customer ID(s), transaction number, or address.
Claim information is retrieved by name of purchaser or payee, claim number, serial number, transaction number, check number, customer ID(s), or ZIP Code.
Information related to anti-money laundering is retrieved by customer name; SSN; alien registration, passport, or driver's license number; serial number; transaction number; ZIP Code; transaction date; data entry operator number; and employee comments.
Safeguards
Paper records, computers, and computer storage tapes and disks are maintained in controlled-access areas or under general supervision of program personnel. Computers are protected by a cipher lock system, card key system, or other physical access control methods. Computer systems are also protected with an installed security software package, computer logon identifications, and operating system controls including access controls, terminal and use identifications, and file management. Online data transmissions are protected by encryption.
Access to these records is limited to authorized personnel. Contractors must provide similar protection subject to contract controls and a security compliance review by the Postal Inspection Service.
Retention and Disposal
Summary records, including bill due date, bill amount, biller information, biller representation of account number, and the various status indicators, are retained for 2 years from the date of processing.
For funds transfers, transaction records are retained for 3 years.
Records related to claims are retained for up to 3 years from date of final action on the claim.
Forms related to fulfillment of anti-money laundering requirements are retained for 5 years from the end of the calendar quarter in which they were created.
Related automated records are retained for the same 5-year period and purged from the system quarterly after the date of creation.
Enrollment records related to online payment services are retained for 7 years after the subscriber's account ceases to be active or the service is cancelled.
Account banking records, including payment history, Demand Deposit Account (DDA) number, and routing number, are retained for 7 years from the date of processing.
Records are deleted or destroyed at the end of the retention period.
System Manager(s) and Address:
CHIEF FINANCIAL OFFICER AND EXECUTIVE VICE
PRESIDENT
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-5000
CHIEF MARKETING OFFICER AND SENIOR VICE
PRESIDENT
UNITED STATES POSTAL SERVICE
1735 N LYNN ST
ARLINGTON VA 22209-6000
For online payment services, funds transfers, and stored-value cards, individuals wanting to know if information about them is maintained in this system must address inquiries in writing to the chief marketing officer. Inquiries must contain name, address, and other identifying information, as well as the transaction number for funds transfers.
For money order claims and anti-money laundering documentation, inquiries should be addressed to the chief financial officer. Inquiries must include name, address, or other identifying information of the purchaser (such as driver's license, alien registration number, or passport number, etc.), and serial or transaction number. Information collected for anti-money laundering purposes will only be provided in accordance with Federal anti-money laundering laws and regulations.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedures and Record Access Procedures above.
Customers, recipients, financial institutions, and Postal Service employees.
Postal Service Headquarters Marketing, Information Systems Service Centers (ISSC), district offices, Post Offices, and detached mailing units.
Customers who are users of trust fund payment accounts.
1. Customer information: customer and key contact name, mail and e-mail address, phone and fax number(s); D-U-N-S Number; customer ID(s), taxpayer ID number.
2. Transactional information: permit authorizations and numbers; postage paid; postage class transaction dates; volume, weight, and revenue of mailing; postage indicium created; estimated annual postage; percent by mailing type; type of user; mailing data files, including Postal Service location where the mail was entered.
3. Information necessary for processing electronic payments: bank name; contact name; bank address and telephone number; bank account number; bank transit ABA number; voided check; credit and/or debit card number, type, and expiration date; Automated Clearing House (ACH) information.
39 U.S.C. 401, 403, and 404.
1. To establish and maintain trust fund accounts and process payments.
2. To ensure revenue protection.
3. To provide information and updates to users of these accounts.
4. To enhance understanding and fulfillment of customer needs.
The standard routine uses for customer-related systems apply.
Storage
Automated database, computer storage media, and paper.
Retrievability
By customer name or customer ID(s), account number, and/or address.
Safeguards
Paper records, computers, and computer storage tapes and disks are maintained in controlled-access areas or under general supervision of program personnel. Computers are protected by a cipher lock system, card key system, or other physical access control methods. Computer systems are also protected with an installed security software package, computer logon identifications, and operating system controls including access controls, terminal and use identifications, and file management. Online data transmissions are protected by encryption.
Access to these records is limited to authorized personnel, who must be identified with a badge. Contractors must provide similar protection subject to contract controls and a security compliance review by the Postal Inspection Service.
Retention and Disposal
ACH records are retained for up to 2 years.
Other records in this system are retained for up to 4 years after the relationship ends. Records are deleted or destroyed at the end of the retention period.
System Manager(s) and Address:
CHIEF MARKETING OFFICER AND SENIOR VICE
PRESIDENT
UNITED STATES POSTAL SERVICE
1735 N LYNN ST
ARLINGTON VA 22209-6000
To access permit records, customers must make a written request to their local postmaster. Correspondence must include name, address, account number, company name, mailing location, and a clear description of the issue.
To access all other records, customers must make a written request to the system manager. Correspondence must include name, address, account numbers, and other identifying information.
Requests for access much be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedure and Record Access Procedures above.
Customers.
Postal Service Headquarters Marketing, Postal Service facilities, Information Systems Security Centers (ISSC), and partner locations.
Postage evidencing system users.
1. Customer information: customer ID(s), contact name, address, and telephone number, company name, and change of address information.
2. Identification information: business customer number, license number, date of license issuance, device ID number, device model number, and certificate serial number.
3. Business-specific information: estimated annual postage and annual percentage of mail by type, type of usage, and primary business function.
4. Transactional information: Post Office where mail is entered; number, amount, and date of postage purchases; ascending and descending register values; amount of unused postage refunded; contact telephone number; destinating 5-digit ZIP Code, date, and rate category of each indicium created; and transaction documents.
5. Financial information: credit and/or debit card number, type, expiration date, and transaction number; check and electronic fund transfer information; Automated Clearing House (ACH) information.
39 U.S.C. 401, 403, and 404.
1. To enable responsible administration of postage evidencing system activities.
2. To enhance understanding and fulfillment of customer needs.
In addition to the standard routine uses for customer-related systems, the following additional routine use also applies:
The name and address of the holder of a postage meter license authorizing use of a postage meter printing a specified indicium will be furnished to any person provided the holder is using the license for a business or firm.
Storage
Automated databases, computer storage media, and paper.
Retrievability
By customer name and by numeric file of postage evidencing systems ID number, by customer ID(s), or customer license number.
Safeguards
Paper records and computer storage media are maintained in closed file cabinets in secured facilities. Automated records are protected by computer password. Information obtained from users over the Internet is transmitted electronically to the Postal Service by authorized postage evidencing system providers via a virtual private network.
Retention and Disposal
ACH records are retained for up to 2 years. Records of payment are retained for up to 7 years.
Other records in this system are retained for up to 4 years after final entry or the duration of the license.
Records are deleted or destroyed at the end of the retention period.
System Manager(s) and Address:
CHIEF MARKETING OFFICER AND SENIOR VICE
PRESIDENT
UNITED STATES POSTAL SERVICE
1735 N LYNN ST
ARLINGTON VA 22209-6000
Customers wanting to know if information about them is maintained in this system of records must address inquires in writing to:
MANAGER
POSTAGE TECHNOLOGY MANAGEMENT
UNITED STATES POSTAL SERVICE
1735 N LYNN ST
ARLINGTON VA 22209-6370
Inquiries should include the individual's name as it appears on the postage evidencing system license and the license number.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedures and Record Access Procedures above.
Customers, authorized service providers of postage evidencing systems, and Postal Service personnel.
Postal Service Headquarters, Consumer Advocate; Information Systems Service Centers (ISSC); Accounting Service Centers; and Postal Service facilities, including Post Offices (New Jersey, as an exception, does not store passport information in Post Offices), international claims and inquiry offices, and contractor locations.
1. Customers who apply for or purchase products and services at Post Offices or other retail sites. This includes products and services related to passports, Post Office boxes, caller services, and self-service equipment.
2. Senders and recipients of special mail services.
3. Authorized users of Post Office boxes and caller services.
4. Customers with inquiries or claims relating to special mail services.
1. Customer information: name, customer ID(s), company name, phone number, mail and e-mail address, record of payment, passport applications and a description of passport services rendered, Post Office box and caller service numbers.
2. Identity verification and biometric information: driver's license; two forms of ID; signature; photographic image via self-service equipment; fingerprints, date of birth, and Social Security numbers (SSNs) as required for passports by the State Department.
3. Recipient information: name, address, and signature.
4. Names and addresses of persons authorized to access a Post Office box or caller service.
5. Claim and inquiry information: mailer and addressee name, mail and e-mail address, and phone number; claimant SSN and signature; claim or inquiry description, number, and status.
6. Payment information: credit and/or debit card number, type, and expiration date.
7. Product information: article number.
39 U.S.C. 401, 403, 404, 411; 22 U.S.C. 214, and 31 U.S.C. 7701.
1. To enable customers to apply for and purchase nonfinancial products and services at Post Offices and other retail locations.
2. To ensure accurate mail delivery.
3. To respond to inquiries and claims related to special mail services.
In addition to the standard routine uses for customer-related systems, the following additional routine uses also apply with the exception noted below:
a. Disclosure of boxholder information may be made to a federal, state, or local government agency upon prior written certification that the information is required for the performance of its duties. A copy of PS Form 1093 may be furnished.
b. The name or address of the holder of a Post Office box may be disclosed to a person empowered to serve legal process, or the attorney for a party in whose behalf service will be made, or a party who is acting pro se, on receipt of written information that meets prescribed certification requirements. A copy of the PS Form 1093 will not be furnished.
c. Disclosure of boxholder information may be made, on prior written certification from a foreign government agency citing the relevance of the information to an indication of a violation or potential violation of law and its responsibility for investigating or prosecuting such violation, and only if the address is (1) outside the United States and its territories, and (2) within the territorial boundaries of the requesting foreign government. A copy of PS Form 1093 may be furnished.
All routine uses are subject to the following exception:
Information concerning an individual boxholder who has filed an appropriate protective court order with the postmaster will not be disclosed under any routine use except pursuant to the order of a court of competent jurisdiction.
Storage
Automated databases, computer storage media, and paper.
Retrievability
By name, customer ID(s), ZIP Code, article number, claim number, Post Office box or caller service number, check number, or debit/credit card number.
Safeguards
Paper records, computers, and computer storage tapes and disks are maintained in controlled-access areas or under general supervision of program personnel. Computers are protected by a cipher lock system, card key system, or other physical access control methods. Computer systems are also protected with an installed security software package, computer logon identifications, and operating system controls including access controls, terminal and use identifications, and file management. Online data transmissions are protected by encryption.
Access to these records is limited to authorized personnel, who must be identified with a badge. Contractors must provide similar protection subject to contract controls and a security compliance review by the Postal Inspection Service.
Retention and Disposal
Passport applications are mailed on the day of acceptance with fees and documentation. Records related to passports are destroyed after 4 months.
Records related to Special Services for domestic and International Express Mail are retained for up to 1 year. Domestic and international Special Services records are retained for 2 years. Records relating to Post Office boxes and caller services are retained for up to 2 years after the customer relationship ends. Records collected via self-service equipment are retained for up to 2 years. Records related to credit and/or debit card transactions are retained for 2 years. Records related to inquiries and claims are retained for up to 3 years from final action on the claim. Records related to retail transactions are retained for up to 5 years. Records are deleted or destroyed at the end of the retention period.
System Manager(s) and Address:
CHIEF MARKETING OFFICER AND SENIOR VICE
PRESIDENT
UNITED STATES POSTAL SERVICE
1735 N LYNN ST
ARLINGTON VA 22209-6000
SENIOR VICE PRESIDENT
OPERATIONS
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-2700
For records relating to Post Office boxes, caller services, self-service, and passports, inquiries made in person must be made by the subject individual at the local Post Office. Requestors must identify themselves with a driver's license or military, government, or other form of acceptable identification.
Note: For passports, inquiries are best directed to the Department of State, which maintains the original case file.
For Special Services, information can be obtained from the facility where the service was obtained, or can be accessed on www.usps.com. Inquiries should include name, date of mailing, and article number. For Special Services claims, customers can write a letter, including name, date of claim, and claim number, to the head of the facility where the claim was filed, or can call 1-888-601-9328.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedures and Record Access Procedures above.
Customers.
Postal Service Headquarters Marketing and Public Policy, Information Systems Service Centers (ISSC), National Customer Service Center, Area and District Postal Service facilities, Post Offices, and contractor sites.
Customers who interact with Postal Service sales personnel, respond to direct marketing messages, request publications, respond to contests and surveys, and attend Postal Service events.
1. Customer information: customer and key contacts' names, mail and e-mail addresses, phone, fax and pager numbers; job descriptions, titles, and roles; other names and e-mails provided by customers.
2. Identifying information: customer ID(s), D-U-N-S Numbers, Postal Service account numbers, meter numbers, and signatures.
3. Business-specific information: firm name, size, and years in business; number of employees; sales and revenue information; business sites and locations; URLs; company age; industrial classification numbers; use of Postal Service and competitors products and services; types of customers served; customer equipment and services; advertising agency and spending; names of Postal Service employees serving the firm; and calls made.
4. Information specific to companies that act as suppliers to Postal Service: contract start and end dates, contract award number, contract value, products and/or services sold under contract.
5. Information provided by customers as part of a survey or contest.
6. Payment information: credit and/or debit card number, type, and expiration date, and check information; Automated Clearing House (ACH) information.
7. Event information: name of event; role at event; itinerary; and membership in a PCC.
8. Customer preferences: preferences for badge name and accommodations.
39 U.S.C. 401, 403, and 404.
1. To understand the needs of customers and improve Postal Service sales and marketing efforts.
2. To provide appropriate materials and publications to customers.
3. To conduct registration for Postal Service and related events.
The standard routine uses for customer-related systems apply.
Storage
Automated databases, computer storage media, and paper.
Retrievability
For sales, events, and publications, information is retrieved by customer name or customer ID(s), mail or e-mail address, and phone number.
For direct marketing, information is retrieved by Standard Industry Code (SIC) or North American Industry Classification System (NAISC) number, and company name.
Safeguards
For sales, events, and publications, paper records and computer storage tapes and disks are maintained in controlled-access areas or under general supervision of program personnel. Computers containing information are located in controlled-access areas with personnel access controlled by a cipher lock system, card key system, or other physical access control method, as appropriate. Authorized persons must be identified by a badge. Computer systems are protected with an installed security software package, computer logon identifications, and operating system controls including access controls, terminal and user identifications, and file management. Online data transmission is protected by encryption.
For direct marketing, paper records and computer storage tapes and disks are maintained in controlled-access areas or under general scrutiny of program/contractor personnel. Access is controlled by logon ID and password as authorized by the Marketing organization via secure Web site. Within the secured storage facility, authorized persons must be identified by a badge. Online data transmission is protected by encryption.
Contractors must provide similar protections subject to contract controls and a security compliance review by the Postal Inspection Service.
Retention and Disposal
Records relating to organizations and publication mailing lists are retained until the customer ceases to participate. ACH records are retained for up to 2 years. Records relating to direct marketing, advertising, and promotions are retained for 5 years.
Other records are retained for 3 years after the relationship ends.
Records are deleted or destroyed at the end of the retention period.
System Manager(s) and Address:
CHIEF MARKETING OFFICER AND SENIOR VICE
PRESIDENT
UNITED STATES POSTAL SERVICE
1735 N LYNN ST
ARLINGTON VA 22209-6000
For information pertaining to sales, inquiries should be addressed to:
OFFICE OF SALES PERFORMANCE ASSESSMENT AND
ADMINISTRATION
1735 N LYNN ST
ARLINGTON VA 22209-6610
Customers wanting to know if other information about them is maintained in this system of records must address inquiries in writing to the chief marketing officer, and include their name and address.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedures and Record Access Procedures above.
Customers, Postal Service personnel, and list providers.
Postal Service Headquarters, Information Systems Service Centers (ISSC), and Postal Service facilities.
Customers shipping to or from international locations.
1. Customer information: customer name, customer ID(s), and contact information.
2. Name and address of senders and addressees.
3. Information pertaining to mailings: contents, order number, volume, destination, weight, origin, and type of mailing.
4. Customer barcode scan data.
5. Company Name, contact name, title, phone and fax number, mail and email address, after-hours contact name and phone number, Tax ID number, permit account number, CAPS account number
39 U.S.C. 401, 403, and 404.
1. To provide international mailings and business services.
2. To provide Postal Service scan data to customers for mail tracking purposes.
3. To support customized mail agreements with international customers.
4. To satisfy reporting requirements for customs purposes.
The standard routine uses for customer-related systems apply.
Storage
Automated databases, computer storage media, and paper.
Retrievability
By customer name, ID number(s).
Safeguards
Paper records and computer storage tapes and disks are maintained in controlled-access areas or under general supervision of program personnel. Hardware is stored in secure cabinets and hardcopy materials are stored in locked storage cabinets. Data is firewall protected and accessible by the customer by username and password. Postal Service access is restricted to authorized personnel.
Retention and Disposal
Records related to the Pre-Customs Advisory System are retained for 5 years and then erased, according to the requirements of domestic and foreign Customs Services.
Other records are retained for 3 years after the relationship ends.
Records are deleted or destroyed at the end of the retention period.
System Manager(s) and Address:
VICE PRESIDENT
INTERNATIONAL BUSINESS
UNITED STATES POSTAL SERVICE
1735 N LYNN ST
ARLINGTON VA 22209-6002
Customers wanting to know if other information about them is maintained in this system of records must address inquiries in writing to the system manager, and include their name and address.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedures and Record Access Procedures above.
Customers and Postal Service personnel.
Postal Service Marketing, Headquarters; Information Systems Service Centers (ISSC); and contractor sites.
Customers who apply for identity and document verification services.
1. Customer information: name, address, customer ID(s), telephone number, mail and e-mail address, date of birth, place of birth, company name, title and role, and employment status.
2. Names and contact information of users who are authorized to have access to data.
3. Verification and payment information: credit and/or debit card information or other account number, government-issued ID type and number, verification question and answer, and payment confirmation code.
Note: Social Security numbers (SSN) and credit and/or debit card information are collected, but not stored, in order to verify ID.
4. Biometric information including fingerprint, photograph, height, weight, and iris scans.
Note: Information may be collected, secured, and returned to customer, but not stored.
5. Digital certificate information: customer's public key(s), certificate serial numbers, distinguished name, effective dates of authorized certificates, certificate algorithm, date of revocation or expiration of certificate, and Postal Service-authorized digital signature.
6. Transaction information: clerk signature; product use and inquiries.
7. Electronic information related to encrypted documents.
39 U.S.C. 401, 403, and 404.
1. To provide services related to identity and document verification services.
2. To issue and manage public key certificates and/or electronic postmarks.
3. To provide secure mailing services.
The standard routine uses for customer-related systems apply.
Storage
Automated databases, computer storage media, and paper.
Retrievability
By customer name, customer ID(s), distinguished name, certificate serial number, receipt number, and transaction date.
Safeguards
For public keys, hardcopy records and computer records are stored in a building with access controlled by guards and room access controlled by card readers. Information in the database is protected by a security architecture of several levels that includes an asynchronous gateway, network firewall, operating security system, and database software security architecture. Internal access to the database is limited to the system administrator, database administrator, and designated support personnel. Key pairs are protected against cryptanalysis by encrypting the private key and by using a shared secret algorithm to protect the encryption key, and the certificate authority key is stored in a separate, tamperproof, hardware device. Activities are audited, and archived information is protected from corruption, deletion, and modification.
For authentication services and electronic postmark, electronic data is transmitted via Secure Socket Layer (SSL) encryption to a secured data center. Computer media are stored within a secured, locked room within the facility. Access to the database is limited to the system administrator, database administrator, and designated support personnel. Paper forms are stored within a secured area within locked cabinets.
Retention and Disposal
Records related to Pending Public Key Certificate Application Files are added as received to an electronic database, moved to the authorized certificate file when they are updated with the required data, and records not updated within 90 days from the date of receipt are destroyed.
Records related to the Public Key Certificate Directory are retained in an electronic database, are consistently updated, and records are destroyed as they are superseded or deleted.
Records related to the Authorized Public Key Certificate Master File are retained in an electronic database for the life of the authorized certificate.
When the certificate is revoked, it is moved to the certificate revocation file.
The Public Key Certificate Revocation List is cut off at the end of each calendar year, and records are destroyed 30 years from the date of cutoff.
Records may be retained longer with customer consent or request.
Other records in this system are retained for 7 years.
Records are deleted or destroyed at the end of the retention period.
System Manager(s) and Address:
CHIEF MARKETING OFFICER AND SENIOR VICE
PRESIDENT
UNITED STATES POSTAL SERVICE
1735 N LYNN ST
ARLINGTON VA 22209-6000
For authentication services, electronic postmarks, and digital certificates, inquiries should be addressed to:
MANAGER
IDENTITY AND DOCUMENT VERIFICATION SERVICES
UNITED STATES POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260
Customers wanting to know if other information about them is maintained in this system of records must address inquiries in writing to the system manager, and include their name and address.
Requests for access must be made in accordance with the Notification Procedure above and the Postal Service Privacy Act regulations regarding access to records and verification of identity under 39 CFR 266.6.
See Notification Procedures and Record Access Procedures above.
Customers.